Reimbursable Agreements Transactions CBS Reimbursable User Guide Transaction Screens Table of Contents

5.0 Reimbursable Agreement Transaction Screens ...... 5-3

5.1 Reimbursable Agreement Screen (RADG002)...... 5-3 5.1.1 Reimbursable Agreement Control Block (RADG002)...... 5-4 5.1.2 Reimbursable Agreement - Document Tab (RADG002) ...... 5-6 5.1.3 Reimbursable Agreement - Customer Tab (RADG002) ...... 5-11 5.1.4 Reimbursable Agreement - Note Tab (RADG002) ...... 5-13 5.1.5 Reimbursable Agreement - FY Funding Tab (RADG002)...... 5-14 5.1.6 Reimbursable Agreement - Print Tab (RADG002) ...... 5-15 5.1.7 Reimbursable Agreement - Orders Tab (RADG002) ...... 5-16 5.1.8 Reimbursable Agreement - Projects Tab (RADG002) ...... 5-18 5.1.9 Reimbursable Agreement - Mod/Admin Tab (RADG002) ...... 5-19 5.1.10 Create Temporary Work Authority or Reimbursable Agreement Record (RADG002)...... 5-21 5.1.11 Modify a Reimbursable Agreement (RADG002)...... 5-27 5.1.12 Enter an Administrative Change to a Reimbursable Agreement or Temporary Work Authority (RADG002) ...... 5-28 5.1.13 Change a Temporary Work Authority to a Reimbursable Agreement (RADG002)...... 5-30 5.1.14 Void a Reimbursable Agreement (RADG002)...... 5-32 5.1.15 Terminate a Reimbursable Agreement (RADG002) ...... 5-33 5.1.16 View the Reimbursable Agreement Summary Fields (RADG002)...... 5-34 5.1.17 Access the Unfilled Customer Orders via the Reimbursable Agreement Screen (RADG002)...... 5-35 5.1.18 Systems Edits and Business Rules...... 5-36

5.2 Unfilled Customer Order Screen (RADG003) ...... 5-38 5.2.1 Unfilled Customer Order - Control Block (RADG003) ...... 5-38 5.2.2 Unfilled Customer Order - Document Tab (RADG003) ...... 5-41 5.2.3 Unfilled Customer Order - Project Distribution Tab (RADG003) ...... 5-43 5.2.4 Unfilled Customer Order - Modification History Tab (RADG003)...... 5-45 5.2.5 Create Unfilled Customer Order Transactions (RADG003) ...... 5-46 5.2.6 Modify an Unfilled Customer Order...... 5-49 5.2.7 View Information on the Unfilled Customer Order Modification History Tab (RADG003) ...... 5-50 5.2.8 System Edits and Business Rules ...... 5-51

5.3 WIP Allocation Modification and Release Screen (RADG005) ...... 5-52 5.3.1 WIP Allocation and Modification Release Screen - Control Block (RADG005)...... 5-53 October 2005 1 Reimbursable Agreements Transactions 5.3.2 WIP Allocation and Modification Release Screen - WIP Results Tab (RADG005)...... 5-55 5.3.3 WIP Allocation and Modification Release Screen - Customer List Button ………...... 5-56 5.3.4 WIP Allocation & Modification Release Screen - Customer WIP Results Drill Down ...... 5-57 5.3.5 WIP Allocation and Modification Release Screen - Modify Results Tab (RADG005)...... 5-59 5.3.6 WIP Allocation and Modification Release Screen - Cost/Order Detail Tab (RADG005)...... 5-60 5.3.7 Review WIP Transactions (RADG005)...... 5-61 5.3.8 Modify WIP Transactions (RADG005)...... 5-62 5.3.9 Adjust the Amount of Costs Allocated Between Unfilled Customer Orders on WIP Transactions (RADG005)...... 5-63 5.3.10 Modify Amount of Released Costs on WIP Transactions (RADG005).5-63 5.3.11 Change Released Costs to Unreleased Costs on WIP Transactions (RADG005)...... 5-64 5.3.12 System Edits and Business Rules ...... 5-64

5.4 Receivable Screen (AR001)...... 5-65 5.4.1 Receivables - Control Block (AR001)...... 5-66 5.4.2 Receivables - Document Tab (AR001)...... 5-67 5.4.3 Receivables - Reference Tab (AR001) ...... 5-69 5.4.4. Receivables - Items Tab (AR001)...... 5-70 5.4.5 Receivables - ACCS/MDL (AR001) ...... 5-71 5.4.6 Receivables - Schedule Tab (AR001)...... 5-72 5.4.7 Create Receivable Transactions (AR001)...... 5-73 5.4.8 Modify Receivable Transactions (AR001) ...... 5-74 5.4.9 Receivable Transactions Generated by the WIP Process (AR001) ...... 5-74 5.4.10 System Edits and Business Rules ...... 5-75

5.5 Collections Screen (AR008)...... 5-75 5.5.1 Receivable Block...... 5-76 5.5.2 Collection Block...... 5-77 5.5.3 Collection Bill Items Block ...... 5-77 5.5.4 Apply a Collection ...... 5-77 5.5.5 Modify a Collection ...... 5-80 5.5.6 System Edits and Business Rules ...... 5-81

5.6 AR Unbilled Collection Screen (AR009) ...... 5-82 5.6.1 Control Block...... 5-83 5.6.2 Collection Items Tab (AR009)...... 5-84 5.6.3 Establish an Unbilled Collection (AR009) ...... 5-85

October 2005 2 Reimbursable Agreements Transactions 5.0 Reimbursable Agreement Transaction Screens

Federal government agencies are authorized by legislation to undertake reimbursable activities related to the mission of the agency. The requesting party provides the main source of funding for the work to be performed. Other federal agencies or private sector businesses request goods or services from the servicing agency via a reimbursable agreement document. The customers are then billed as the work is performed or advance funding is provided.

Transaction screens are used for processing transactions in the CBS Reimbursable Agreement (RA) Module. Transactions include getting authority to incur costs, billing customers, and collecting funds from customers. Three transaction screens that record, process and track the reimbursable agreement from the start to finish are part of the implemented module. These transaction screens are the RADG002 - Reimbursable Agreement Screen, the RADG003 - Unfilled Customer Orders Screen and the RADG005 - WIP Allocation Modification and Release Screen. Transaction screens rely on the information contained in the maintenance screens for system defined and bureau defined values. When transactions are processed, the system uses information from the maintenance screen and information from the specific order to create a transaction. The system displays applicable error messages if users attempt to create transactions where maintenance values have not been established. Upon receipt of error messages, users are prohibited from proceeding until relevant maintenance data has been established.

5.1 Reimbursable Agreement Screen (RADG002)

The purpose of the Reimbursable Agreement (RADG002) screen is to establish the reimbursable agreement or temporary work authority (TWA) information in the system. A separate record is stored for each TWA, corresponding formal reimbursable agreement, and subsequent modifications. Some of the information recorded on RADG002 will carry forward either directly or as a List of Values (LOV) to other reimbursable screens and relevant Accounts Receivable screens.

The RADG002 screen is divided into two parts. The first part is the control block where required information for the reimbursable agreement or TWA is entered such as the Reimbursable Agreement number, customer name, bureau, fund code and transaction amount. This information is referenced on all transactions pertaining to the reimbursable record. The detail block of the RADG002 is divided into the following eight tabs: Document, Customer, Note, FY Funding, Print, Orders, Projects and Mod/Admin Chg. The eight tabs maintain the required information specific to the reimbursable agreement record, such as period of performance, customer information, orders, projects, funding, and a history of changes and modifications as well as a print tab to identify templates that can be printed on the acceptance notification.

October 2005 3 Reimbursable Agreements Transactions

The Reimbursable Agreement screen (RADG002) is displayed below:

5.1.1 Reimbursable Agreement Control Block (RADG002)

The Control Block of the Reimbursable Agreement screen establishes and maintains the general information for a reimbursable agreement record which is displayed for all tabs on the Reimbursable Agreement screen. Additionally, most of the information on the control block will also be referenced on other transaction screens such as the RADG003 Unfilled Customer Orders screen and the RADG005 WIP Allocation Modification and Release screen.

The Reimbursable Agreement screen (RADG002) Control Block is displayed below:

October 2005 4 Reimbursable Agreements Transactions The following fields are applicable to the control block on the Reimbursable Agreement screen (RADG002):

Field Name Definition Attributes Bureau Code This field displays the bureau code as defined Required on the GL004 Bureau Code screen. List of Values available

Customer No This field displays the customer number as Required found on the AR Customer and Contact List of Values available Information Look Up screen (AR071). Name This field displays the customer name System generated associated with the customer number as found on the AR Customer and Contact Information Look Up screen (AR071). Control Number This field displays the number that uniquely System generated identifies the reimbursable agreement. Fund This field displays the fund code under which Required costs will be accumulated. List of Values available Customer Ref No This field displays the reference number the Optional customer has provided. Bureau Ref No This field displays the bureau’s internal Optional reference number. Note: NOAA will enter the Project Code in this Required for NOAA field. Multiple projects should be separated by processing. a ‘/’. Formal Agreement This field designates if there is a formal Required for formal agreement. When checked, there is a formal Agreement agreement; when unchecked, a Temporary Work Authority. RA/Contract No This field displays the formal agreement Required for formal number that identifies the reimbursable agreement agreement. Note: The information entered on this field will be displayed on all reimbursable transaction and report screens. Mod No This field displays the number of the current System generated modification for the formal agreement or TWA. Admin Chg No This field displays the number of the current System generated administrative change for the formal agreement or TWA.

October 2005 5 Reimbursable Agreements Transactions Field Name Definition Attributes TWA No This field displays the temporary work Required for temporary authority number. work authority Mod No This field displays the number of the current System generated modification for the temporary work authority. Admin Chg No This field displays the number of the current System generated administrative change for the temporary work authority. Trans Amount This field displays the transaction amount for Required the current modification. Extramural Support This field displays the extramural support Optional amount for ‘pass through’ contracts. Note: This field will not be used by NOAA. TWA Level 1 This field displays the temporary work Required for TWA if authority level 1 estimated amount. TWA level 2 is not completed Optional for formal agreement TWA Level 2 This field displays the temporary work Required for TWA if authority level 2 estimated amount. TWA level 1 is not completed Optional for formal agreement Entry Type This field displays DIRECT if the record is Defaults to DIRECT manually entered by the user. upon entering the screen.

This field displays CARRYOVER if the record CARRYOVER is system is created by the automated carryover balance generated, as necessary, transfer process for Bureaus that use the during the automated “Control Order” flag on the FY Funding Tab of carryover balance this screen. transfer process.

5.1.2 Reimbursable Agreement - Document Tab (RADG002)

The Document Tab of the Reimbursable screen maintains information pertaining to the dollar amount of the agreement. This tab is divided into two sections (the Performance section and the Status section) and establishes information such as the period of performance for the agreement and for a TWA, accepted unfilled customer order dollars, billed and unbilled WIP amounts, status, and whether billing should be held.

October 2005 6 Reimbursable Agreements Transactions The following is an example of the Document tab on the RADG002 screen:

October 2005 7 Reimbursable Agreements Transactions The following fields are applicable to the Document Tab on the Reimbursable Screen (RADG002):

Field Name Definition Attributes Performance Section

Period from: This field displays the beginning date of the Required temporary work authority or the reimbursable agreement. Period to: This field displays the ending date of the Required temporary work authority or the reimbursable agreement. Quarterly Billing This field indicates that the WIP bills for Cannot be checked if the accrued costs will not be released until the end Hold Billing box is of each fiscal year quarter (December, March, checked. June, September). When this field is not checked, bills will be released each month unless the Hold Billing box is checked.

This field does not apply to reimbursable agreements billed in advance. Hold Billing This field indicates that WIP bills should not Cannot be checked if the be released during the normal WIP cycle. Quarterly Billing box is checked. This field does not apply to reimbursable agreements billed in advance. Note: Hold Billing box will automatically be checked for TWA. TWA Date This field displays the date the TWA was Required for TWA; initiated. Optional for a formal agreement Termination Date This field displays the date the reimbursable Optional agreement or TWA was terminated. Entering a date in this field changes the RA Status field to CLOSED and deactivates the reimbursable agreement or TWA record. Note: The date entered cannot be greater than the current system date. Acceptance Date This field displays the date the agreement was Optional for a formal accepted by the bureau. agreement Note: Required by NOAA business rules.

October 2005 8 Reimbursable Agreements Transactions Field Name Definition Attributes Organization This field displays the organization code for Optional for a formal the organization within the bureau that agreement administers the reimbursable agreement. Note: First level of the organization code is required by NOAA business rules. Contract Type This field displays the type of legal authority Optional for a formal the formal agreement has been issued under. agreement List of Values available Work Type This field displays the type of work associated Optional with the reimbursable agreement List of Values available

Acceptance Text This field displays user entered text specific Optional for this reimbursable agreement that will be printed on the Acceptance Notification. Status Section

Economy Act This field displays the connection to the Required if subject to Economy Act. If checked, the agreement is the Economy Act subject to the Economy Act; if unchecked, the agreement is not subject to the Economy Act. Note: In order for an agreement to appear on the Economy Act Report, the following conditions must be met: (1) the Economy Act flag must be checked and (2) the RA Status field must be OPEN. RA Status This field displays the processing stage status Optional for the agreement. Bureau defined list of values Date This field displays the system date when the System generated RA Status field is populated. Active Status This field displays whether the agreement is System generated active to receive customer orders. Note: A checkmark is automatically placed in this field upon approval and only the latest modification for the agreement will appear as active. Date This field displays the date the Active Status System generated was updated.

October 2005 9 Reimbursable Agreements Transactions Field Name Definition Attributes Notify Employee This field displays the name of the employee Optional who should receive the CFS notification each time a customer order is approved by a different employee. Note: The employee will only receive an e-mail notification if the person approving the Unfilled Customer Order is different from the person who approved the reimbursable agreement. Summary Status Block

Fiscal Year This field displays the applicable fiscal year System generated list of for the summary information. values based on fiscal years associated with the agreement Defaults to All Years Agreement Amt This field displays the total amount of the System generated agreement across all fiscal years. Orders Accepted This field displays the amount of unfilled System generated customer orders accepted against the TWA or agreement. Billed WIP This field displays the amount of WIP released System generated after for billing. each billed WIP run Unreleased WIP This field displays the amount of allocated System generated after WIP held and not billed. each billed WIP run Total WIP This field displays the total costs applied to the System generated after unfilled customer orders associated with an each billed WIP run agreement. Approval Information

Approval This field displays the approval status of the System generated upon reimbursable record. If checked, the approval of the agreement has been approved. If unchecked, reimbursable record the agreement is unapproved. By This field displays the user name of the person System generated who approved the reimbursable agreement. Date This field displays the system date the System generated reimbursable agreement was approved. Approve Button Clicking on this button will allow the user to approve the agreement. October 2005 10 Reimbursable Agreements Transactions Field Name Definition Attributes Update Order Button Clicking on this button will allow the user to refresh the unfilled customer orders with any information updated in a mod or admin chg. This button is not available for use until the reimbursable agreement record has been updated. Create Mod Button Clicking on this button will allow the user to enter a formal modification (paperwork has been received from the customer) to the original reimbursable agreement. Create Chg Button Clicking on this button will allow the user to correct information that was entered incorrectly on the original reimbursable agreement.

5.1.3 Reimbursable Agreement - Customer Tab (RADG002)

The Customer tab of the RADG002 contains information about the miscellaneous codes applicable to the agreement and who to contact concerning various aspects of the agreement.

The following is an example of the Customer tab on the RADG002 screen:

October 2005 11 Reimbursable Agreements Transactions The following fields are applicable to the Customer Tab on the Reimbursable Screen (RADG002):

Field Name Definition Attributes Billing Customer Section: Billing Type This field displays which billing type is to be Required used for the agreement. The two selections are List of Values available ADV for advance payment and WIP for incremental billing for cost incurred. Sponsor Section: Sponsor Code This field displays the Bureau-specific code System generated identifying the sponsoring agency. Note: This field is not used by NOAA. OMB Code This field displays the OMB/MAX code System generated assigned to the customer on the Customer and Contact Information Screen (AR070). Contact Section: Invoice Contact: Contact No This field displays the number of the invoice Required contact for the customer entered in the control List of values available block for the reimbursable agreement record. restricted to INV contacts Name This field displays the name of the individual System generated associated with the contact number entered above. Remit Code This field displays the code identifying the Required mailing address the customer uses to mail List of values available payments. Acceptance Contact: Contact No This field displays the Acceptance address Optional contact number for the customer entered in the List of values available control block for the reimbursable agreement restricted to ACCEPT contacts record. The address associated with this contact will be printed on the Acceptance Notification. Name This field displays the name associated with the System generated contact number entered above Admin Office This field displays the name of the office that Optional processes the receivable. List of values available Note: This field is required for NOAA use.

October 2005 12 Reimbursable Agreements Transactions Field Name Definition Attributes Financial Report Contact: Contact No This field displays the Financial Report Address Optional contact number for the customer entered in the List of values available control block for the reimbursable agreement Restricted to FINRPT contacts record. Name This field displays the name associated with the System generated contact number entered above. Orig Office This field displays the name of the office that Optional has primary responsibility for the reimbursable List of values available agreement. Note: This field is required for NOAA use. Detail Billing This field indicates whether the reimbursable Required if customer is to receive Statement customer is to receive a detailed WIP bill. If a detailed billing statement checked, a detailed statement will be included when the bill is generated. If unchecked, the detailed billing statement will not be generated with the bill. Note: The statement itemizes cost by object class. Receiving Customer Section: Recv Cust No This field displays the customer number of the Optional customer who benefits from the reimbursable services. Note: This field is not used by NOAA. Recv Cust ALC This field displays the agency location code of System generated the customer who benefits from the reimbursable services if the customer is different from the one listed in the agreement. Note: This field is not used by NOAA. Recv Cust Name This field displays the name of the customer System generated who benefits from the reimbursable services if the customer is different from the one listed in the agreement. Note: This field is not used by NOAA.

5.1.4 Reimbursable Agreement - Note Tab (RADG002)

The Note tab permits descriptive text that will give the user additional information concerning the agreement and any changes that may occur. October 2005 13 Reimbursable Agreements Transactions

The following is an example of the Note tab on the RADG002 screen:

The Note Tab includes a single optional field which allows users to enter remarks pertaining to the reimbursable agreement.

5.1.5 Reimbursable Agreement - FY Funding Tab (RADG002)

The FY Funding Tab identifies the funding amounts and fiscal years for the agreement. This tab also allows the user the option to control the total dollar amount of unfilled customer orders that are entered for a specific fiscal year.

The following is an example of the FY Funding tab on the RADG002 screen:

The following fields are applicable to the FY Funding Tab on the Reimbursable Screen (RADG002): October 2005 14 Reimbursable Agreements Transactions

Field Name Definition Attributes Control Customer This field indicates if the amount that can be Optional Order entered as unfilled customer orders is controlled by fiscal years. If checked, the total amount of

unfilled customer orders for a fiscal year cannot exceed the amount entered on this tab. FY This field displays the fiscal year for which Optional funds are authorized to be issued on unfilled customer orders. The fiscal years must fall within the reimbursable agreement’s period of performance. Cumulative to Date This field displays the cumulative unfilled System generated amount customer order funding authorized for all modifications for the identified fiscal year. Mod amount This field displays the current amount of Required funding authorized for unfilled customer orders for the identified fiscal year. Amount after Mod This field displays the total amount of funding System generated authorized after the current modification for unfilled customer orders for the identified fiscal year. Total Cumulative to This field displays the sum of the cumulative System generated Date amount amounts for all the fiscal years entered on this tab. Total Mod amount This field displays the sum of the modification System generated amount for all the fiscal years entered on this tab. Total Amount after This field displays the sum of the total amount System generated Mod after the modifications for all the fiscal years entered on this tab.

5.1.6 Reimbursable Agreement - Print Tab (RADG002)

The Print Tab allows the user to select a code from the RADG007 Report Text Template Maintenance Screen that will print standard text on the Acceptance Notification. Please refer to section 4.2 of this manual for more information on creating and using the templates. This will be useful for Line Offices that intend to use the Acceptance Notification as their formal means of notifying the customer that the reimbursable agreement has been accepted by NOAA.

The following is an example of the Print tab on the RADG002 screen:

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The following fields are applicable to the Print Tab on the Reimbursable Screen (RADG002): Field Name Definition Attributes Template Code This field displays the print template code Optional established on the Report Text Template List of values available Maintenance Screen (RADG007) containing fixed text to be printed on the agreement acceptance notification. Description This field displays the fixed name associated System generated with the print template code.

5.1.7 Reimbursable Agreement - Orders Tab (RADG002)

This Tab will display information once unfilled customer orders have been established for this reimbursable agreement. The user will have the ability to view an individual unfilled customer order by selecting a line and clicking on the View/Mod Order button located at the bottom right of the screen. If the user has write access to the Unfilled Customer Order screen (RADG003), the Create New Order button, located at the bottom right corner of the screen, will redirect the user to an unapproved unfilled customer order already populated with the information that is pulled from the reimbursable agreement or TWA. The user could then complete the screen input and approve the unfilled customer order. NOAA’s organizational structure and user roles will separate the reimbursable agreement and unfilled customer order functions.

October 2005 16 Reimbursable Agreements Transactions The following is an example of the Orders tab on the RADG002 screen:

The following fields are applicable to the Orders Tab:

Field Name Definition Attributes Customer Order No This field displays the unfilled customer order System generated number. Acceptance (Last mod This field displays the unfilled customer order System generated date) accepted date. If modifications have been made to the order, the last mod date is displayed. Cumulative amount This field displays the amount of this unfilled System generated customer order after all the modifications. Total Allocated This field displays the total WIP cost amount System generated allocated to this unfilled customer order number following the run of the last WIP Billing Compilation Process (RADG006). Unreleased This field displays the total WIP amount System generated allocated to the unfilled customer order number, but not released following the run of the last WIP Billing Compilation Process (RADG006). Billed This field displays the total billed for this System generated unfilled customer order number. Total Orders Cumulative amount This field displays the sum of all the unfilled System generated customer orders.

October 2005 17 Reimbursable Agreements Transactions Field Name Definition Attributes Total Allocated This field displays the sum of the WIP cost System generated allocated to the unfilled customer orders. Unreleased This field displays the sum of the amount System generated allocated to all unfilled customer orders, but not released. Billed This field displays the sum billed for all unfilled System generated customer orders.

5.1.8 Reimbursable Agreement - Projects Tab (RADG002)

This Tab is populated after the unfilled customer orders associated with the reimbursable agreement or TWA have been established. It is for viewing only and cannot be changed by the user.

The following is an example of the Projects tab on the RADG002 screen:

October 2005 18 Reimbursable Agreements Transactions The following fields are applicable to the Projects Tab:

Field Name Definition Attributes Project This field displays the project System generated number entered on the unfilled customer order associated with the reimbursable agreement or TWA. Order Amount This field displays the amount System generated of the unfilled customer order funding that is allocated to the project identified on this line. Percentage This field displays the System generated percentage of the unfilled customer order funding that is allocated to the project identified on this line. Description This field displays the System generated description of the project as entered on the Project Maintenance Screen (CM004). Totals Order Amount This field displays the sum of System generated the unfilled customer order amounts of all the projects on the unfilled customer orders associated with the agreement or TWA. Percentage This field displays the sum of System generated the percentages of all the projects on the unfilled customer orders associated with the agreement or TWA. The total percentage will always equal 100%.

5.1.9 Reimbursable Agreement - Mod/Admin Tab (RADG002)

This tab allows the user to view the history of the modifications and administrative changes made to the document providing there has been at least one modification or administrative change to the agreement. By highlighting a specific line and clicking on the View Mod/Chg button, the user will be able to view the entire modification or administrative change record October 2005 19 Reimbursable Agreements Transactions associated with the line. The user can then continue to use this tab and button to navigate between the modification and administrative change records for this reimbursable agreement. This tab is for view purposes only, and records cannot be entered or changed here.

The following is an example of the Mod/Admin tab on the RADG002 screen:

The following fields are applicable to the Mod/Admin Tab on the Reimbursable Screen (RADG002):

Field Name Definition Attributes Type This field displays the type of System generated reimbursable record. Note: This will be either TWA or RA. Mod No This field displays the formal System generated agreement or temporary work authority system generated modification number. Adm Chg No This field displays the formal System generated agreement or temporary work authority system generated administrative change number. Date This field displays the date the System generated record was approved. Amount This field displays the System generated transaction amount of the record.

October 2005 20 Reimbursable Agreements Transactions Field Name Definition Attributes Agreement Amount After Mod This field displays the total System generated amount of the agreement or TWA after this record was approved. Period of Performance From This field displays the System generated beginning date of the period of performance. To This field displays the end date System generated of the period of performance. Acceptance Date This field displays the date the System generated bureau accepted the agreement. Totals This field displays the total of System generated the agreement after the modifications. Entry Type This field displays DIRECT if System generated the record is manually entered by the user.

The field displays CARRYOVER if the record is created by the automated carryover balance transfer process for Bureaus that use the “Control Order” flag on the FY Funding Tab of this screen.

5.1.10 Create Temporary Work Authority or Reimbursable Agreement Record (RADG002)

The Line Office is responsible for establishing a record in the system for each TWA (and resulting formal reimbursable agreement) or reimbursable agreement entered into with another agency or outside organization. If a new project is required, refer to section 13.1 (CBS Project Request Form) of this manual.

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Users perform the following steps in order to establish a Reimbursable Agreement or Temporary Work Authority:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu to display the Reimbursable Agreement Screen. Note: The screen launches in the "Add" mode meaning the user may enter information. 2 In the Control Block enter the Bureau Code or double click on the field for the List of Values (LOV) and select the appropriate bureau code. 3 Enter the Customer Number or double click on the LOV for a complete list of customers and select the desired customer. Note: If the Customer Number and Name needed is not listed, refer to Section 13.2 Customer Profile Form for instructions on how to have a Customer set up in the system. 4 Tab to the Name field and the Customer name associated with the customer number will populate that field. 5 The Control Number is system generated for the next sequential number after the data in the control block has been entered and saved. Note: The Control No field cannot be modified. The system assigns the number sequentially. The control number serves as a link between all modifications and administrative changes performed against a reimbursable agreement as well as a link between the TWA and the formal agreement. 6 Tab to the Fund field and enter the reimbursable fund code or double click on the field for a LOV. Select the appropriate fund code from the LOV. 7 Tab to the Customer Ref No field and enter the customer's reference number for the reimbursable agreement. Note: A customer reference number may not be available for a TWA. 8 The Bureau Ref No field is not a required field however, NOAA policy dictates that the project code should be entered here. Multiple project codes should be separated by a ‘-‘. Note: Do not include the Task Code.

9 Tab to the Formal Agreement Box and click to add a ✓in the box if this is a formal agreement. Note: If the reimbursable is a TWA, the flag is left unchecked. 10 Click on the Agreement/Contract Number field and enter the reimbursable agreement number found on the reimbursable agreement document. Note: This field is required for a formal agreement. It cannot be entered for a TWA. Duplicate agreement numbers are not allowed within the same bureau.

October 2005 22 Reimbursable Agreements Transactions 11 If the record is being established as a Temporary Work Authority, enter the identifying number in the TWA No field using the following format: TWA-FY-LO-FMC#01. For example, TWA- 2005-20-01#01. Note: Duplicate TWA numbers are not allowed within the same bureau. 12 When the reimbursable agreement is first created, the Mod No field will default to 000. Note: This field is automatically updated to the next sequential number within the agreement every time a modification is recorded in the system. 13 The Admin Chg No field will default to 000 when the reimbursable agreement is first created. Note: This field is automatically updated to the next sequential number within each agreement/modification every time an administrative change is recorded in the system. 14 Tab to the Trans Amount field and enter the amount of the reimbursable agreement or TWA. 15 Do not enter information in the Extramural Support field. It was designed to meet the needs of NIST and is not used by NOAA. 16 Tab to the TWA Level 1 field and enter the estimated amount of funding for the TWA as stated in the letter of commitment. Note: This field is not required for formal agreements. This field is required for TWAs. Do not enter information in the TWA Level 2. It was designed to meet the needs of NIST and 17 is not used by NOAA. 18 The Entry Type field defaults to DIRECT upon entering the screen. No user entry is required. 19 Click in the From field of the Period of Performance Date field. Type in the beginning date of the reimbursable agreement or TWA in the standard format of DD-MMM-YYYY. 20 Click in the To field of the Period of Performance Date field. Type in the ending date of the reimbursable agreement or TWA in the standard format of DD-MMM-YYYY.

21 Tab to the Quarterly Billing field and click to add a ✓ in the box if the WIP bills for accrued costs should not be released until the end of each fiscal year quarter, i.e., the bills would be released at the end of December, March, June and September. This field should not be checked for Advance reimbursable agreements. Note: If the Hold Billing field is checked, this field cannot be checked.

22 Tab to the Hold Billing field and click to add a ✓ in the box if the WIP bills for accrued costs

should not be released on a regular monthly basis but as directed by some other event (such as

reaching a milestone or by direction of the LO). Notes: If the Quarterly Billing field is checked, this field cannot be checked. This field is automatically checked for a TWA record and cannot be changed. 20 If the record is being established as a TWA, tab to the TWA Date field and enter the date the TWA was initiated in the standard format of DD-MMM-YYYY. 21 Do not enter the date in the Termination Date field for new reimbursable agreement or TWA records. Note: This date is entered through a modification to deactivate the agreement.

October 2005 23 Reimbursable Agreements Transactions 22 Tab to the Acceptance Date field and using the standard format of DD-MMM-YYYY, enter the date the reimbursable agreement was accepted by the bureau. Note: This field cannot be entered for a TWA. 23 Tab to the Organization field and enter the Line Office and FMC with primary responsibility for the reimbursable agreement. The Line Office and FMC are represented by the first two levels of the Organization Code. Tab through the rest of the Org boxes. 24 Tab to the Contract Type field. If the contract has been accepted under the legal authority of 42 USC 4222, double click on the field and select 42 USC 4222 from the LOV; otherwise, leave blank. 25 If your Line Office is recording the type of reimbursable work, tab to the Work Type field and double click on the field for the LOV. Select the value corresponding to the type of work associated with the agreement. 26 Tab to the Acceptance Text field and enter any information to be printed on the Reimbursable Acceptance Notification.

27 Tab to the Economy Act field and click to add a ✓in the box if the agreement is subject to the Economy Act. Note: The following conditions must be met in order for an agreement to appear on the Economy Act Report: (1) The Economy Act flag must be checked and (2) The RA Status field must have the status of OPEN. 28 Tab to the RA Status field and double click. Select the appropriate value from the LOV. Select “ACTIVE” for a TWA and “OPEN” for a reimbursable agreement. 29 The Date field is automatically populated with the system date.

30 A ✓ is automatically entered in the Active Status field upon approval of the agreement. The record can be made inactive by clicking on the checkbox and saving the record by clicking on the save icon located in the toolbar at the top of the screen. 31 The Active Date field will automatically populate when the Active Status checkbox is updated by approval of the record only. 32 Tab to the Notify Employee field and enter the CFS employee number for the employee who should receive notification each time an unfilled customer order is approved. The user can also double click for the LOV and select the appropriate person. The employee must be a CFS user. Note: CFS notifications are only issued if the person approving the reimbursable agreement is different than the person approving the unfilled customer order. 33 Click on the Customer Tab.

34 Click on the Billing Type field drop down box. Select WIP or ADV. Note: WIP (Work in Process) billing type is selected when an advance is not required from the customer. The customer will be billed as costs are incurred.. ADV (Advance) billing type is selected when an advance payment is required from the customer to pay before the work begins. October 2005 24 Reimbursable Agreements Transactions 35 NOAA will not be entering information in the Sponsor Code Note: If used, the Sponsor Code field would default with the information stored in the AR070 Customer and Contact Maintenance record for the customer identified in the Control block of this screen. 36 The OMB Code field defaults with the information stored in the OMB Max Code field of the AR070 Customer and Contact Maintenance record for the customer identified in the Control block of this screen. 37 Tab to the Invoice Contact No field and enter the customer contact number or double click to select it from the LOV. Note: This value is pulled from the AR070 Customer and Contact Maintenance record for the customer identified in the Control block of this screen. 38 The Invoice Contact Name field will be populated based on the selected invoice contact number. 39 Tab to the Remittance Code field and enter, or double click to select from the LOV, the code of the mailing address to which the customer will send payments. 40 If entering a reimbursable agreement, tab to the Acceptance Contact No and enter or double click to select from the LOV, the number for the customer contact responsible for accepting the agreement. Note: This value is pulled from the AR070 Customer and Contact Maintenance record for the customer identified in the Control block of this screen. If the Acceptance Number and Contact Name are not listed, a Customer Profile Form will need to be filled out and submitted to Finance. See Section 13.2 of this manual. 41 The Acceptance Contact Name field will be populated based on the selected acceptance contact number. Note: The acceptance contact name and address will be printed in the To block of the Acceptance Notification. 42 Tab to the Admin Office field and enter or double click to select from the LOV the office that will process the receivable. 43 If entering a reimbursable agreement, tab to the Financial Report Contact No and enter or double click to select from the LOV, the number of the customer contact to receive a financial report, if required by the agreement. Note: This value is pulled from the AR070 Customer and Contact Maintenance record for the customer identified in the Control block of this screen. 44 The Financial Report Contact Name field will be populated based on the selected financial report contact number. 45 Tab to the Orig Office field and enter, or double click to select from the LOV, the office code identifying the Line Office with primary responsibility for the agreement.

46 Tab to the Detail Billing Statement field and click on the box to enter a ✓if a statement itemizing cost by object class should be generated at the time of billing.

October 2005 25 Reimbursable Agreements Transactions 47 The fields in the Receiving Customer Section were designed to meet the needs of NIST and are not used by NOAA. 48 Click on the Note Tab and enter any notes on the agreement in this free-form text field. 49 Click on the FY Funding Tab.

50 Tab to the Control Customer Order box and click to ✓if the unfilled customer order fiscal year amounts cannot exceed the amounts entered here. 51 The system will default the current fiscal year of the agreement in the FY field. 52 The system defaults the entire transaction amount in the Mod Amount field associated with the current fiscal year. The user may tab to this field and modify the amount and add additional years and their amounts as stated in the agreement. If an agreement spans more than five years, the user should click on the ✚ icon on the toolbar at the top of the screen to insert a blank line. Note: The total of the mods at the bottom of this column must equal the transaction amount in the control block of this screen. 53 If standard text is to be printed on the Reimbursable Acceptance Notification and mailed to the customer, continue with the next steps. If not, proceed to Step 59. 54 Click on the Print Tab. 55 Tab to the Template Code field and enter, or double click to select from the LOV, a code that will print pre-established fixed text on the Reimbursable Acceptance Notification report. Once entered, a template code can be changed but not deleted. Note: The codes and descriptions are pulled from the RADG007 Report Text Template Maintenance records. To establish templates see Section 4.2 Report Text Template (RADG007). 56 The Description field defaults based on the fixed name associated with the print template code. 57 Click on the Approve button to approve the agreement. Click OK on the confirmation dialogue box. Note: Upon approving the agreement, 1) The Approval flag will be automatically checked, 2) The Approval by field will be populated with the name of the approving employee and 3) The Approval Date field will be populated with the current system date.

All fields on the Orders Tab, the Projects Tab and the Mod/Admin Tab are system generated and no information may be entered by the user. The Orders Tab and the Projects Tab are populated by data entered on the Unfilled Customer Order. The Mod/Admin Tab is used as the history record of all modification or administrative changes performed against the agreement.

October 2005 26 Reimbursable Agreements Transactions 5.1.11 Modify a Reimbursable Agreement (RADG002)

Existing reimbursable agreement records are modified based on the issuance of a formal modification to the reimbursable agreement document. A new reimbursable agreement record should not entered. The Bureau Code, RA Contract Number, Customer Number and Fund Code fields cannot be updated with a modification.

Any changes to a TWA should be made using the Administrative Change functionality explained in the next section. A modification should also be used to update the termination date of the agreement. Please refer to section 5.1.15 for further details on terminating the reimbursable agreement record.

Note: A user does not need to create a modification or administrative change to update the status of the Active checkbox. A user may check or uncheck the box and simply save the record using the icon on the toolbar at the top of the screen.

Users will perform the following steps in order to modify a Reimbursable Agreement:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu. 2 Click the ‘Enter Query’ button on the toolbar. Enter the number of the reimbursable agreement to be modified in the corresponding field. Click the ‘Execute Query’ button on the toolbar. Note: The Control Number generated for the agreement record, if known, may also be used in place of the reimbursable agreement number. 3 Click on the ‘Create Mod’ button to begin processing a modification. Note: A modification may be deleted prior to approval by clicking on the ‘Delete a Record’ icon. 4 Click in the Customer Reference Number field and enter the reimbursable agreement number and modification number from the reimbursable agreement document. 5 Click in the Trans Amount field and enter the amount from the reimbursable agreement modification document. If this is a modification reducing the amount of the reimbursable agreement, enter the amount as a negative figure using the “-“ ‘minus’ sign. If the modification does not affect the amount of the agreement, a zero can be entered or this field can be left blank. 6 The Period of Performance data will default from the original record. It can be modified as necessary. For an agreement that extends the period of performance, the user should leave the original Period From date and update only the Period To date. 7 Click on the Acceptance Date field and enter the date for the acceptance of this modification. 8 Click on the Organization field and enter the Line Office code that has primary responsibility for the reimbursable agreement.

October 2005 27 Reimbursable Agreements Transactions Step Action 9 Enter or change information for the other fields on this tab, as appropriate, following the earlier directions. 10 Click on the Customer Tab. Modify any information, if necessary. 11 Click on the FY Funding Tab. 12 Click on the Mod Amount field and enter the amount. If the modification is for a fiscal year not displayed on the tab, enter a zero mod amount on all existing lines and the new fiscal year and mod amount on the next line. If a negative amount has been entered in the Trans Amount field in the Control Block, a negative amount should also be entered here. The mod amount must equal the trans amount. 13 Click on the Approve button after all information has been entered. Click OK on the confirmation dialogue box. Note: If the Trans Amount field in the Control block and the Mod Amount field on the FY Funding Tab were left blank, the system will ask the user if they would like to enter a Transaction Amount and a Modification Amount. Click No if the Trans Amount and Mod Amount fields should default to zero. Otherwise click Yes and enter the amount. 14 The Mod No field in the control block will be defaulted to the next sequential number within the reimbursable agreement record (000 to 001, 001 to 002, etc.).

Note: Fields that are carried forward to the unfilled customer order can be automatically updated with the modified information by answering “Yes” when the system asks the user (after approving the record): Do you want to refresh the customer orders?”. Answering “No” requires the user to manually update the unfilled customer order.

5.1.12 Enter an Administrative Change to a Reimbursable Agreement or Temporary Work Authority (RADG002)

The administrative change functionality is used when a change must be made to the record that is not the result of the receipt of a formal modification to the reimbursable agreement. These changes are generally corrections of data that was initially entered in error. The system will not allow a user to change the Bureau Code, Fund Code, Customer No., RA/Contract No, TWA No. (if previously entered), or uncheck the Formal Agreement flag. In addition, the administrative change functionality cannot be used to update the record with the agreement termination date.

Users will perform the following steps in order to initiate an administrative change to either a Reimbursable Agreement or a Temporary Work Authority:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu.

October 2005 28 Reimbursable Agreements Transactions Step Action 2 Click the ‘Enter Query’ button on the toolbar. Enter the number of the reimbursable agreement or the Temporary Work Authority to be changed in the corresponding field. Click the ‘Execute Query’ button on the toolbar. Note: The Control Number generated for the agreement record, if known, may also be used in place of the reimbursable agreement number. 3 Click on the ‘Create Chg’ button to begin processing an administrative change Note: An administrative change may be deleted prior to approval by clicking on the ‘Delete a Record’ icon. 4 If the transaction amount was entered incorrectly, click in the Trans Amount field and enter the adjustment required to correct the amount. If the original amount must be increased, simply enter the additional amount. If the original amount was too high, enter the amount as a negative figure using the “ - “ ‘minus’ sign. 5 Document Tab Changes - Performance Section If the Performance of Performance begin date is to be changed, click in the From field of the Period of Performance Date field. Type in the new beginning date of the reimbursable agreement or TWA in the standard format of DD-MMM-YYYY. 6 If the Performance of Performance end date is to be changed, click in the To field of the Period of Performance Date field. Type in the ending date of the reimbursable agreement or TWA in the standard format of DD-MMM-YYYY 7 Document Tab Changes - Status Section Click on the Economy Act checkbox if the reimbursable agreement has been issued under the authority of the Economy Act.

8 Tab to the Quarterly Billing field and click to add a ✓ in the box if the WIP bills for accrued costs should not be released until the end of each fiscal year quarter, i.e., the bills would be released at the end of December, March, June and September. This field should not be checked for Advance reimbursable agreements. Note: If the Hold Billing field is checked, this field cannot be checked.

9 Tab to the Hold Billing field and click to add a ✓ in the box if the WIP bills for accrued costs should not be released on a regular monthly basis but as directed by some other event (such as reaching a milestone or by direction of the LO). Notes: If the Quarterly Billing field is checked, this field cannot be checked. This field is automatically checked for a TWA record and cannot be changed. 10 Customer Tab Changes - Billing Customer Section If the Billing Type was entered incorrectly, click on the Billing Type field and choose from the drop down list. 11 Customer Tab Changes - Contact Section If the Invoice contact is to change, click in the Contact No field and choose the appropriate number from the LOV.

October 2005 29 Reimbursable Agreements Transactions Step Action 12 If the remittance address is to change, click on the Remit Code field and choose the appropriate code from the LOV. 13 If the need for an itemized bill changes, click on the Detail Billing Statement checkbox if this reimbursable agreement requires an itemized billing statement to be generated with the bill. Note: This is applicable only to “WIP” billing type reimbursable agreements. 14 FY Funding Tab Changes Tab to the Control Customer Order box and click to ✓if the unfilled customer order fiscal year amounts are to be controlled by the amounts entered here. 15 The system will default the current fiscal year of the agreement in the FY field. 16 Click on the Approve button to approve the record. Note: If the Trans Amount and Mod Amount fields were left blank, the system will ask the user if they would like to enter a Transaction Amount and a Modification Amount. Click No if the Trans Amount and Mod amount fields should default to zero.

Note: Fields that are carried forward to the unfilled customer order can be automatically updated with the modified information by answering “Yes” when the system asks the user (after approving the record): Do you want to refresh the customer orders?”. Answering “No” requires the user to manually update the unfilled customer order.

5.1.13 Change a Temporary Work Authority to a Reimbursable Agreement (RADG002)

The Reimbursable module includes functionality to link the TWA record with the reimbursable agreement when it is formalized. After the formal agreement has been received, the TWA record is changed to a formal Reimbursable Agreement record. The system will not allow a user to change the Bureau Code, Fund Code, Customer No., RA/Contract No, TWA No. (if previously entered) or uncheck the Formal Agreement flag.

October 2005 30 Reimbursable Agreements Transactions To change a record, the user shall perform the following steps:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu. 2 Click the Enter Query button on the toolbar. Enter the number of the TWA to be updated in the TWA No field. Click the Execute Query button on the toolbar. The system will display the record on the screen. Note: The system generated Control Number for the TWA record, if known, may also be used for querying in place of the TWA number. 3 Click on the Create Mod button to begin processing the modification. Click on the Formal Agreement checkbox. Note: The RA/Contact No field becomes unprotected for data entry. 4 Click in the RA/Contact No field to enter the formal Reimbursable Agreement Number. 5 Click in the Customer Reference Number field and enter the reimbursable agreement number as it appears on the customer’s reimbursable agreement document. 6 If the Amount needs to be modified, click in the Trans Amount field and enter the modification amount. Otherwise, enter zero. 7 If the Period of Performance From Date needs to be updated, click in the field and enter the new ‘From’ date or double click on the field and select the date from the pop up calendar. 8 If the Period of Performance To Date needs to be updated, click in the field and enter the new ‘To’ date or double click on the field and select the date from the pop up calendar.

9 Tab to the Quarterly Billing field and click to add a ✓ in the box if the WIP bills for accrued

costs should not be released until the end of each fiscal year quarter, i.e., the bills would be released at the end of December, March, June and September. This field should not be checked for Advance reimbursable agreements. Note: If the Hold Billing field is checked, this field cannot be checked.

10 Tab to the Hold Billing field and click to add a ✓ in the box if the WIP bills for accrued costs should not be released on a regular monthly basis but as directed by some other event (such as reaching a milestone or by direction of the LO). Notes: If the Quarterly Billing field is checked, this field cannot be checked. This field is automatically checked for a TWA record and cannot be changed. 11 Enter the formal agreement Acceptance Date and the Organization Code for the line office with primary responsibility for the agreement. 12 Double click in the Contract Type field and select 42 USC 4222 from the LOV if the contact has been accepted under the legal authority of 42 USC 4222. 13 If applicable, click in the Acceptance text field and enter remarks specific to this reimbursable agreement to be printed on the Reimbursable Agreement Acceptance Notification.

October 2005 31 Reimbursable Agreements Transactions Step Action 14 Click on the Economy Act checkbox if the reimbursable agreement has been issued under the authority of the Economy Act. 15 If necessary, double click in the RA Status field, and change the status to “OPEN”. 16 Click on the Customer Tab. 17 Verify that the correct Billing Type has been selected and agrees with the fund code in the control block. 18 If the invoice contact is different, double click on the Invoice Contact No. field and select the correct contact from the LOV. 19 Double click in the Acceptance Contact Number field and select the correct contact from the LOV. 20 Click on the Detail Billing Statement checkbox if this reimbursable agreement requires an itemized billing statement to be generated with the bill. Note: This is applicable only to “WIP” billing type reimbursable agreements. 21 Click on the FY Funding tab. 22 If an amount has been entered in the Trans Amount field in the Control block, enter the same amount in the Mod Amount field. Otherwise, enter zero. 23 If pre-defined standard text is to be printed on the Acceptance Notification, click on the Print tab. Otherwise, the record is ready for approval (see Step 20). 24 Tab to the Template Code field and enter the code, or double click to select the appropriate code from the LOV. 25 Click on the Approve button to approve the record. Note: If the Trans Amount and Mod Amount fields were left blank, the system will ask the user if they would like to enter a Transaction Amount and a Modification Amount. Click No if the Trans Amount and Mod amount fields should default to zero. Upon approval of the Formal Reimbursable Agreement both the Mod No and the Adm Chg No will reset to zero.

Note: The unfilled customer order associated with the TWA will be automatically updated with the Reimbursable Agreement Number.

5.1.14 Void a Reimbursable Agreement (RADG002)

There may be times when it is necessary to void an agreement. If an incorrect Bureau, Fund, RA contract number or customer number has been entered and approved, the agreement record must be voided in the system and re-established with the correct information.

October 2005 32 Reimbursable Agreements Transactions Users will perform the following steps to void an agreement:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu. 2 Click on the ‘Enter Query’ button. Enter the reimbursable agreement number in the RA/Contract No field. Click the ‘Execute Query’ button. 3 Click on the Create Chg button to begin processing the administrative change. 4 Click on the Trans Amount field in the Control Block and enter the negative amount required to lower the reimbursable agreement amount to zero. 5 Click on the RA Status field in the Document Tab and select ‘VOID’. 6 Click on the FY Funding Tab and enter the negative amount in the Mod Amount column that will bring the agreement amount down to zero. 7 The amount in the Amount After Mod column should read 0.00 8 Approve the document. 9 Records are automatically made active upon approval. Click on the Active checkbox at the bottom of the screen to uncheck the box and save the record by clicking on the disk icon in the top tool bar. This agreement is now inactive and unavailable for use. Note: An agreement with the correct information can now be entered. See Section 5.1.10. If the agreement number was entered correctly, the system will not allow the user to reuse the same number. To re-enter an agreement with the same number, use the following format: REV(revision)-01(sequential number)-RA/Contract No. For Example: REV-01-N123456

5.1.15 Terminate a Reimbursable Agreement (RADG002)

All reimbursable agreements contain a termination date. It may be referred to as the end date for a period of performance range. Reimbursable records entered in CBS should be modified to reflect the termination date and the RA status should be updated to CLOSED. In addition, the active flag should be unchecked on these agreements to prevent unauthorized billing against the reimbursable agreement.

Users will perform the following steps to record the termination date of the reimbursable agreement:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu.

October 2005 33 Reimbursable Agreements Transactions Step Action 2 Click the ‘Enter Query’ button on the toolbar. Enter the number of the reimbursable agreement to be updated in the RA/Contract No field. Click the ‘Execute Query’ button on the toolbar. The control fields will be entered with the corresponding reimbursable agreement information. Note: The Control Number generated for the agreement record, if known, may also be queried instead of the reimbursable agreement number. 3 Click on the ‘Create Mod’ button to begin processing. 4 Do not enter a transaction amount. 5 Click in the Termination Date field and enter the termination date from the reimbursable agreement document. Note: A Termination Date cannot be greater than the system date. 6 Double click in the RA Status field and select “CLOSED” from the LOV. 7 Click on the Approve button. 8 Answer No to the question “Do you want to enter a transaction amount?”. This will default the transaction amount to zero. 9 Answer No to the question “Do you want to enter a Mod amount?”. This will default the Mod amount on the FY funding to zero. 10 Answer OK to the question “Are you sure you wish to approve this record?”. 11 Answer Yes to the question “Do you want to refresh the customer orders?”.

5.1.16 View the Reimbursable Agreement Summary Fields (RADG002)

The reimbursable agreement screen includes system generated summary fields that are updated as modifications to the agreement and unfilled customer orders are processed. In addition, the Billed WIP, Unreleased WIP and Total WIP fields are automatically updated by the system when the WIP Billing Compilation Process (RADG006) is run.

Users will perform the following steps to view the system generated summary fields on the screen:

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu. 2 Click on the ‘Enter Query’ button. Enter the agreement number in the RA/Contract No field. Click the ‘Execute Query’ button. The latest modification of the Reimbursable Agreement will be displayed.

October 2005 34 Reimbursable Agreements Transactions Step Action 3 Document Tab Summary Section Select a specific fiscal year or ‘All years’ from the Fiscal Year drop down list. This field identifies the years(s) to which the summary information is associated. 4 The following fields are display only: Agreement Amt: indicates the total amount of the agreement for the fiscal year(s) selected in the Fiscal Year field drop down list. If the user selects ‘All Years’ from the Fiscal Year list, the Agreement Amt field will be populated with the total amount of the agreement across all fiscal years. If the user selects a specific year from the Fiscal Year list, the Agreement Amt field will display with the total agreement amount for the selected year. Orders Accepted: indicates the amount of unfilled customer orders accepted against the formal agreement. Only the amount of approved orders will be displayed in this field. Billed WIP: amount of Work-in-Process costs released for billing. Unreleased WIP: amount of allocated WIP costs held and not billed. Total WIP: total costs applied/allocated to the orders associated with an agreement (Billed WIP + Unreleased WIP).

5.1.17 Access the Unfilled Customer Orders via the Reimbursable Agreement Screen (RADG002)

The Orders Tab on the Reimbursable Agreement Screen allows the user to view unfilled order information that has been linked to a specific reimbursable agreement. This same tab can be used to launch the Unfilled Customer Order screen (RADG003) to modify an existing unfilled customer order or create a new unfilled customer order provided the user has been granted access to the screen.

Users will perform the following steps to access the system generated unfilled customer order information via the Reimbursable Agreement screen (RADG002):

Step Action 1 Select the RADG002 - Reimbursable Agreement Screen option from the Navigator Menu. 2 Click on the ‘Enter Query’ button. Enter the agreement number in the RA/Contract No field. Click the ‘Execute Query’ button. The latest modification of the Reimbursable Agreement will be displayed. 3 Click on the Orders Tab. This tab populates with information (the Customer Order No, the Acceptance or Modification date, the Cumulative Amount, Total Allocated, Unreleased and Billed) entered on the unfilled customer order screen (RADG003) for the orders associated with the agreement.

October 2005 35 Reimbursable Agreements Transactions Step Action 4 To view a specific unfilled customer order record, highlight the line containing the appropriate order and select the View/Mod Order button. If the user has view only access privileges to reimbursable orders, this button takes the user to the RADG003 Unfilled Customer Orders screen in a view only mode. If the user has update access privileges to reimbursable orders, this button takes the user to the RADG003 Unfilled Customer Orders screen from which the user can modify the order if required. At the RADG003 screen, click on the Create Mod button to modify the order. Note: Line Office users will have view only access to the RADG003 Unfilled Customer Orders screen. 5 If the user has update access privileges to reimbursable orders, the user can select the Create a New Order button to create a new transaction on RADG003 for the reimbursable agreement.

5.1.18 Systems Edits and Business Rules

• The Line Office (LO) is responsible for establishing the reimbursable agreement on the RADG002 screen.

• The LO is responsible for completing and submitting the Reimbursable Allotment/UCO Request Form. Please refer to sections 10.1 and 13.1 of this manual for detailed instructions.

• If the agreement requires a new project, the LO will send the CBS Project Code Request Form to the Budget Office (BO) to establish the project. The project will be tied to the Reimbursable Agreement when the BO establishes the unfilled customer order on RADG003.

• If a new customer or contact is needed, the LO is responsible for filling out the Customer Profile form for a new customer and or contact and submitting it to the BO.

• Agreements with projects in fund codes 5 or 6 must use ADV Billing Type on the Customer Tab.

• Agreements with projects in fund code 7 must use WIP Billing Type on the Customer Tab.

• Duplicate agreement numbers are not allowed within the same bureau. When the fund code or customer has been entered incorrectly, the user must VOID the initial agreement (see section 5.1.14) and re-enter the agreement. To re-enter an agreement with the same number, use the following format for the RA/Contract No: REV (revision)-01(sequential number)-RA/Contract No. Example: Initial RA/Contract No = N123456 (voided due to incorrect customer no.) RA/Contract No on new agreement record = REV-01-N123456

• Use the following format for TWA No: TWA-4 digit FY-LO-FMC#01(sequential number). For example, TWA-2005-20-01#01.

• Duplicate TWA numbers are not allowed within the same bureau.

October 2005 36 Reimbursable Agreements Transactions • Reimbursable Agreement records in CBS can only cite one customer. For those agreements with multiple customers signing the same reimbursable agreement document, a separate agreement record must be established for each customer in order to bill each customer. Since agreement numbers must be unique, the number on the reimbursable agreement document should be entered followed by an alpha character for each customer. Example: Reimbursable agreement number 24598-44-2 is signed by Fairchild Industries and Lockheed Martin. Enter two RADG002 Reimbursable Agreement records. RA/Contract No = 24598-44-2-A (Fairchild Industries) RA/Contract No = 24598-44-2-B (Lockheed Martin) The transaction amount for each record should match the amount of funding provided by each customer. The sum of the two records equals the total agreement amount.

• The Customer Reference Number must match the reimbursable agreement/modification number combination referenced on the customer’s reimbursable agreement document. This number will be used by the customer to match to an obligation when paying the bill. Incorrect numbers may result in the customer refusing to pay the bill.

• The following values are available for the Status field: ACTIVE TWA record is available for activity. OPEN Reimbursable agreement record is available for activity. VOID Reimbursable agreement record is not to be used. CLOSED Reimbursable agreement has terminated and the record is not available for use.

• The Hold Billing flag is only applicable to TWAs and agreements in fund code 7. This flag is automatically checked for TWAs and cannot be changed until the TWA is changed to a formal agreement. The flag should be checked for agreements that are billed on a basis other than a regular monthly or quarterly cycle for costs incurred. This includes, but is not limited to, agreements billed by deliverables and at the end of the project.

• Only CFS users are eligible for notification by CFS when an unfilled customer order is processed against a reimbursable agreement.

• If the Detail Billing Statement box is checked for “Yes,” a billing statement with costs broken down by object class will be generated and printed with the bills.

• Enabling the Control Customer Order flag on the FY Funding Tab will prevent users from entering unfilled customer orders on RADG003 that exceed the amount listed on this tab for each fiscal year.

• The Quarterly Billing and Hold Billing check boxes cannot both be checked on an agreement. If one is checked, the other cannot be checked.

October 2005 37 Reimbursable Agreements Transactions • WIP bills for advance agreements should always be issued on a monthly basis. The Quarterly Billing and the Hold Billing check boxes should not be checked for advance reimbursable agreements.

• When entering a modification to a reimbursable agreement, the following guidelines should be observed:

Do not enter a new reimbursable agreement record. Use the Create Mod button to update the existing reimbursable agreement record.

The Period of Performance From Date should not be changed. It should reflect the original start date of the agreement.

Update the Acceptance Date field to reflect the acceptance date of the modification.

Funding can be tracked by the fiscal year of receipt on the FY Funding Tab. Add the amount of the mod to a year already entered on the tab or enter the new fiscal year on the next available line along with the corresponding mod amount, as appropriate.

5.2 Unfilled Customer Order Screen (RADG003)

The purpose of the Unfilled Customer Order screen (RADG003) is to establish the unfilled customer order transaction in the system. The Unfilled Customer Order screen (RADG003) identifies how costs are to be allocated, the agreement number under which the order operates, the time period for work on the order to be performed, and the project codes. The Unfilled Customer Order screen (RADG003) requires RA/TWA information to be established first on the Reimbursable Agreement screen (RADG002) and uses this information to populate several fields.

The Unfilled Customer Order screen (RADG003) has a control block and a detail block. The control block contains general information for the order such as the customer name, RA number, bureau, fund code and transaction amount. For a previously established record the user can change the WIP checkbox and the transaction amount by pressing the Create Mod button at the bottom of the screen. The detail block has three tabs that are used to establish period of performance, project code distribution for cost allocation against the order, and a history of modifications.

5.2.1 Unfilled Customer Order - Control Block (RADG003)

Information contained in the control block establishes the relationship between the unfilled customer order and the RA/TWA recorded on the Reimbursable Agreement screen (RADG002).

October 2005 38 Reimbursable Agreements Transactions The Unfilled Customer Order screen (RADG003) is displayed below:

The following fields are applicable to the control block on the RADG003 screen:

Field Name Definition Attributes WIP This field displays a checkbox used to identify Required for the order as being subject to allocation of costs WIP processing during the Work in Process batch processing. Direct Sales This field displays a checkbox used to identify Optional an order as a direct sales order not requiring a reimbursable agreement. Note: NOAA will not be using this field. A check (√ ) allows the customer order to be included in the WIP process and be applied a fixed amount of costs. Agreement/Contract This field displays agreement number or TWA Required Number number established on the Reimbursable Agreement screen (RADG002). Control Number This field displays the system generated control System Generated number that uniquely identifies the unfilled customer order transaction. October 2005 39 Reimbursable Agreements Transactions Field Name Definition Attributes Bureau Code This field displays the bureau code. Required Name This field displays the bureau name. Defaults based on Bureau Code. Order Number This field displays the order number that Required identifies the specific customer order. Note: Specific formats are defined in section 5.2.8 System Edits and Business Rules. Fund Code This field displays the fund code under which Required costs will be accumulated. Title This field displays the title of the fund code. Defaults based on Fund Code. Mod Number This field displays the number of modifications System Generated made to the unfilled customer order. Customer Number This field displays the customer number as Required found on the AR Customer and Contact Information Look Up screen (AR071). Note: NOAA business rules require that this field be entered. Name This field displays the name of the customer as Defaults based on found on the AR Customer and Contact Customer Number. Information Look Up screen (AR071). Customer Ref Number This field displays a number that the customer Optional wishes to have referenced on correspondence Required by and bills such as the customer’s contract NOAA Business number, agreement number, or some other Rules identifying number. Trans Amount This field displays the amount of the specific Required unfilled customer order transaction or amount of the modification transaction for a specific order. Other Agency Reserve This field displays the amount of funding that Optional Amount will not be used in the current year but held back for use in the next year. Note: This field is not used by NOAA.

October 2005 40 Reimbursable Agreements Transactions Field Name Definition Attributes Entry Type This field displays DIRECT if the record is Defaults to manually entered by the user. DIRECT upon entering the screen.

The field displays CARRYOVER if the record CARRYOVER is is created by the automated carryover balance system generated, transfer process. as necessary, during the automated carryover balance transfer process.

5.2.2 Unfilled Customer Order - Document Tab (RADG003)

The Document tab provides specific information regarding the unfilled customer order. Control information such as period of performance, GL end date, remittance information, and customer point of contact are entered on the Document tab. The period of performance start and end dates for the unfilled customer order may be different than the dates specified in the reimbursable agreement. In some cases the reimbursable agreement covers several years and several unfilled customer orders, of varying periods of performance and duration, are placed against the reimbursable agreement. Other times the reimbursable agreement and the unfilled customer order are the same. Having a period of performance for the unfilled customer order allows both scenarios to be accommodated. The system will not allow the unfilled customer order period of performance to be outside of the dates specified on the Reimbursable Agreement screen (RADG002).

Reimbursable agreements and unfilled customer orders may be modified to change the amount of the order or agreement, period of performance, or other information. Information provided on the Document tab of the Unfilled Customer Order screen (RADG003) is verified against the Reimbursable Agreement screen (RADG002). Changes to orders such as amount, period of performance, GL end date and detail billing statement, including mistakes may be corrected by clicking on the Create Mod button on the bottom right of the screen. Modifications are identified in the Mod No. field in the control block by a system generated number.

October 2005 41 Reimbursable Agreements Transactions The Document Tab of the Unfilled Customer Order screen (RADG003) is displayed below:

The following fields are applicable to the Document tab:

Field Name Definition Attributes Period of Performance This field displays a From date and a To date Defaults from the reflecting the time period covered by the reimbursable agreement unfilled customer order. This date may be changed, as necessary, by the user. GL End Date This field displays the end of the accounting Required period in which the unfilled customer order becomes effective. FCFY This field displays the Fund Code Fiscal Year Required that transactions will be recorded against. Remitt Code This field displays the code identifying the Defaults from the mailing address where the payment should be reimbursable agreement remitted. record. Invoice Contact No. This field displays the customer’s contact Defaults from the number as it appears on the AR Customer and reimbursable agreement Contact Information Look-Up (AR071) screen. record. Name This field displays the name of the customer’s Defaults based on the contact to receive the invoice. Invoice Contact Number. Admin. Office This field displays the code identifying the Defaults from the administrative office responsible for billing, reimbursable agreement collections and administrative processing. record. Orig. Office This field displays the code of the office where Defaults from the the record originated. reimbursable agreement record.

October 2005 42 Reimbursable Agreements Transactions Field Name Definition Attributes Detail Billing A checkbox that, if checked, will generate a Optional Statement second page for the bill displaying the object This is only available for classes associated with the billed costs. WIP bills. Order Amount This field displays the total amount of the System generated upon unfilled customer order. approval of the record. Billed WIP This field displays the costs billed to customers System generated after after the WIP allocation and billing processes the WIP billing have been run. compilation process. Unreleased WIP This field displays the costs that were allocated System generated after to the order during the WIP process but not the WIP run. billed to the customer Total WIP This field displays the total costs allocated System generated after during the WIP process, whether billed or not. the WIP run. Active A checkbox that, if checked, identifies the order Optional as active. If unchecked, the order is inactive. Note: The Active checkbox is checked by the system when the user enters the Unfilled Customer Order screen. The user may uncheck the checkbox so that the order does not participate in the WIP process. Date This field displays the date on which the order System generated was activated or de-activated. Approval This field displays the name of the person and System generated when the date the record was approved. the user clicks on the Approve button.

5.2.3 Unfilled Customer Order - Project Distribution Tab (RADG003)

The Project Distribution Tab provides fields for the user to identify the project code, organization code, amount, distribution percentage, and ACCS to be used for accumulating and allocating costs for the unfilled customer order. Each unfilled customer order may have only one project, or may have multiple projects, depending on the terms of the order. The Project Distribution tab allows the user to input multiple projects and multiple organization codes.

When the user first clicks on the Project Distribution tab, the cursor is in the Mod Amount field. If the total order will be filled with one project the entire amount can be entered in the Mod Amount field. A figure will show up in the Percent field representing the percentage of funds on the order that will be spent on that project. The user then presses the ACCS button and completes the ACCS screen. After completing the ACCS screen and returning to the Project Distribution screen, the user may enter another amount in the Mod Amount field or approve the record. If the user enters an amount in the Mod Amount field the figure in the Percent field will change to reflect the percentage of costs to be allocated to that October 2005 43 Reimbursable Agreements Transactions project based on Mod Amounts entered for the order. The user also has the option to fix the allocation percentage among orders by clicking on the Fixed checkbox. For the second project, press the ACCS button to enter the ACCS information. When complete, close the ACCS screen to return to the Project Distribution tab. The user may enter more project information or approve the record by pressing the Approve button at the bottom of the screen.

The Project Distribution tab for the Customer Order screen (RADG003) is displayed below:

The following fields are applicable to the Project Distribution tab:

Field Name Definition Attributes Project No. This field displays the project code after it has System generated been entered on the AR ACCS Code Entry screen (AR090) . Task This field displays the task code after it has System generated been entered on the AR ACCS Code Entry screen (AR090). Organization Code This field displays the organization code after it System generated has been entered on the AR ACCS Code Entry screen (AR090). Current Amount This field displays the current amount of the System generated unfilled customer order prior to any modification. Mod Amount This field allows the user to enter the amount of Required the unfilled customer order for a project under that order. Note: The Total Mod Amount should equal the Trans. Amount in the Control Block.

October 2005 44 Reimbursable Agreements Transactions Field Name Definition Attributes Cumulative Amount This field displays the cumulative amount for a System generated project under an unfilled customer order. This is the sum of the Current Amount and the Mod Amount for a project. Percent This field displays the percentage of cost to be System generated allocated to a project under the unfilled customer order based a pro rata share of the Cumulative Amount. Note: This percentage may be fixed, regardless of the pro rata share of cumulative totals if the “Fixed” box is checked. Fixed This field allows the user to lock a percentage Optional for allocation purposes. Checking this box affects the “Percent” field. See the note in the percent field definition.

5.2.4 Unfilled Customer Order - Modification History Tab (RADG003)

The Modification History tab provides fields for the user to view the modification numbers, the cumulative amount of each modification, the “To” date of each modification, and the GL end date for each modification. Information on this tab cannot be changed within the tab. The user also has the ability to click on a specific modification and view the RADG003 screens for that modification. This screen is helpful for a quick overview of all modification activity for an unfilled customer order.

The Modification History tab for the Customer Order screen (RADG003) is displayed below:

October 2005 45 Reimbursable Agreements Transactions The following fields are applicable to the Modification History tab: Field Name Definition Attributes Mod No This field displays the modification number System generated referenced in the control block of the Unfilled Customer Order screen (RADG003). Cumulative Amount This field displays the cumulative amount of a System generated modification. To Date This field displays the ending date from the System generated period of performance for a modification. G/L End Date This field displays the G/L end date for a System generated modification. Total This field displays the total amount of all System generated modifications for an unfilled customer order.

5.2.5 Create Unfilled Customer Order Transactions (RADG003)

Users will perform the following steps in order to establish an Unfilled Customer Order:

Step Action 1 Select the RADG003 - Unfilled Customer Order option from the Navigator Menu to display the Unfilled Customer Order Screen. 2 If the unfilled customer order should be included in WIP, leave the WIP checkbox checked. Otherwise, click on the WIP checkbox to uncheck it. Sales and other fixed fee projects should not be included in the WIP process. 3 Leave the Direct Sales checkbox unchecked. Note: This checkbox is used for projects with both agreements and fixed fee sales. NOAA will not use this checkbox. 4 Double click on the Agreement/Contract Number field for a LOV. Select a Reimbursable Agreement number or a Temporary Work Authority number. Selecting from the LOV will populate other fields in the control block based on information entered in on the Reimbursable Agreement screen (RADG002). Note: If known, The user may enter a RA/TWA number directly, or double click in the field to select from the LOV, and items in the control block will populate automatically. 5 The Control No. is system generated. 6 Tab to the Bureau Code field. If an Agreement/Contract No. is entered, the Bureau Code and Name will be system populated from the information entered on the Reimbursable Agreement screen (RADG002). Note: For orders related to Reimbursable Sales/Fixed Fee projects, this field must be entered. Double click for a list of values.

October 2005 46 Reimbursable Agreements Transactions Step Action 7 Click on the Order Number field and enter the order number. Note: Specific formats for the Order Number are defined in section 5.2.8 System Edits and Business Rules. 8 If an Agreement/Contract No. is entered, the Fund Code and Title fields will be system populated from the information entered on the Reimbursable Agreement screen (RADG002). Note: For orders related to Reimbursable Sales/Fixed Fee projects, this field must be entered. Double click for a list of values. 9 The Mod No. is system generated. 10 If an Agreement/Contract No. is entered, the Customer Number and Name fields will be system populated from the information entered on the Reimbursable Agreement screen (RADG002). Note: For orders related to Reimbursable Sales/Fixed Fee projects, the Customer No. field must be entered using the information provided on the Reimbursable Allotment/UCO Request Form. The Customer Name will default. 11 If an Agreement/Contract No. is entered, the Customer Reference Number field will be system populated from the information entered on the Reimbursable Agreement screen (RADG002), but may be updated by the user. Note: For orders related to Reimbursable Sales/Fixed Fee projects, the Customer Reference Number field should be left blank. 12 Click on the Trans Amount field and enter the amount of the customer order for the initial order or the amount of the modification. If the order is being decreased, enter a negative amount. Note: The system will not allow the trans amount to exceed the fiscal year funding amount on RADG002 when the control customer order checkbox has been checked. 13 The Other Agency Reserve Amount field should be left blank. 14 The From field of the Period of Performance Date field will default with the From date on the Reimbursable Agreement screen. Note: The user has the ability to change the From date but the system will not let the From date be earlier than the From date of the Reimbursable Agreement. 15 The To field of the Period of Performance Date field will default with the To date on the Reimbursable Agreement screen. Note: The user has the ability to change the To date but the system will not let the To date be later than the To date of the Reimbursable Agreement. 16 Click in the G/L End Date field. The user may type in the appropriate GL end date that corresponds to the beginning date of the order or double click on the field and select the GL end date from the LOV. 17 Click in the FCFY field. Enter the four digit fund code fiscal year of the funding being used for the order. The fund code fiscal year must be within the period of performance date range.

October 2005 47 Reimbursable Agreements Transactions Step Action 18 The Remitt. Code field will default with the Remitt Code on the Reimbursable Agreement screen. Note: For orders related to Reimbursable Sales/Fixed Fee projects, this field must be entered using the information provided on the Reimbursable Project Allotment/UCO Request Form. Double click for a list of values. 19 The Invoice Contact No. and Name fields will default with the Invoice Contact No. from the Reimbursable Agreement screen. Note: For orders related to Reimbursable Sales/Fixed Fee projects, this field must be entered using the information provided on the Reimbursable Project Allotment/UCO Request Form. Double click for a list of values. 20 The Admin. Office field will default with the Admin Office on the Reimbursable Agreement screen. Note: For orders related to Reimbursable Sales/Fixed Fee projects, this field must be entered using the information provided on the Reimbursable Project Allotment/UCO Request Form. Double click for a list of values. 21 The Orig. Office field will default with the Orig. Office Code on the Reimbursable Agreement screen. Note: For orders related to Reimbursable Sales/Fixed Fee projects, this field must be entered using the information provided on the Reimbursable Project Allotment/UCO Request Form. Double click for a list of values. 22 The checkbox for the Detail Billing Statement will default from the Reimbursable Agreement screen. Note: For orders related to Reimbursable Sales/Fixed Fee projects, leave this box unchecked. 23 Click on the Project Distribution tab. 24 Click on the Mod Amount field. Enter the amount of cost to be incurred by the project. 25 Click on the ACCS button to open the AR ACCS Code Entry screen (AR090). 26 The Bureau field defaults from the bureau code entered in the control block. 27 Double click on the Project-Task field and select the appropriate project. The user can also manually type in the project and task and tab over to the next field. Note: If entering manually, the field should be entered in the 9999999-P99 format. 28 The Fund field defaults from the fund code for the project. 29 The Program Code field will default with the program code associated with the Project -Task selected above. 30 Double click on the Organization field and select the appropriate Line Office organization code. Customer Order transactions will be entered using the first segment of the organization code only. The user can also manually type in the organization code and tab over to the next field. Note: If entering manually, the field should be entered in 99-00-0000-00-00-00-00 format.

October 2005 48 Reimbursable Agreements Transactions Step Action 31 Double click on the Object Class field and select the object class 03-02-00-00. The user can also manually type in the object class and tab over to the next field. 32 Enter 0 in the UDF field. The system will fill the remaining zeros in the field when the user tabs across the field or presses Enter. 33 Click the OK button to exit out of the ACCS Detail screen. Click Yes in the Confirmation Dialogue box. 34 If more than one project will incur costs for the unfilled customer order, click on the next Mod Amount field and enter the amount of funding for the next project. Repeat steps 25 through 33 until the Total Mod Amount equals the Trans Amount in the control block. 35 After reviewing, click on the Approve button at the bottom of the screen to approve the unfilled customer order. The system will check to ensure that the total amount of the unfilled customer orders associated with the reimbursable agreement does not exceed the amount of the reimbursable agreement. Click OK in the Confirmation Dialogue box.

5.2.6 Modify an Unfilled Customer Order

The user has the ability to change information on the Unfilled Customer Order screen (RADG003) by clicking on the Create Mod button located at the bottom of the screen. Only information in certain fields may be changed in order to correct errors or to adjust the order to changing terms. When the user clicks on the Create Mod button the following fields are available to be changed: Trans Amount, Period of Performance From and To dates, G/L End Date, Detail Billing Statement checkbox, Mod Amount, and the Fixed checkbox. The other fields are key data elements that are populated from the Reimbursable Agreement screen (RADG002) and cannot be altered here. These data elements should be modified on the RADG002 screen and then the RADG003 screen can be automatically refreshed after approval of the RADG002 screen.

Note: A user does not need to create a modification to change the status of the Active checkbox. A user may check or uncheck the box and simply save the record using the icon on the toolbar at the top of the screen.

The following steps are used to create a modification to an unfilled customer order:

Step Action 1 Select the RADG003 - Unfilled Customer Order option from the Navigator Menu to display the Unfilled Customer Order Screen. 2 Click on the ‘Enter Query’ button. Enter the reimbursable agreement number in the RA/Contract No field. Click the ‘Execute Query’ button. The latest modification of the unfilled customer order will be displayed. Note: The Unfilled Customer Order Control Number may be entered, if known. 3 Click on the Create Mod button located in the bottom right of the screen.

October 2005 49 Reimbursable Agreements Transactions Step Action 4 If the reimbursable agreement has been modified and the unfilled customer order was not updated at that time, the system will display the following message: “The agreement record has been changed. The order is being refreshed with the latest agreement record.” The user should click on OK. 5 The screen will refresh and be ready for data entry. 6 Enter the amount of the modification in the Trans Amount field. If the amount of the order will not be changed then enter a zero (0). 7 Change the Period of Performance From and To dates as required. These dates may not be changed to exceed the period of performance dates on the RADG002 screen. 8 Click in the G/L End Date field and enter the G/L end date that the order becomes effective. 9 The user has the option to check or uncheck the Detail Billing Statement checkbox. 10 On the Project Distribution tab, enter the amount of the modification in the Mod Amount field of the appropriate project code or enter a new project code. The total modification amount must equal the transaction amount in the control block. 11 The user has the option to check the Fixed checkbox. By checking this box and entering a percentage, the same percentage of cost will always be allocated to this order regardless of how many orders are participating in the project. 12 Click on the Approve button at the bottom of the screen to approve and activate the modification.

5.2.7 View Information on the Unfilled Customer Order Modification History Tab (RADG003)

The unfilled customer order modification history tab allows the user to query on a previously established unfilled customer order and click on the Modification History tab to view the transaction history for that order. The system will display all of the modifications that were created on the unfilled customer order. The Modification History Tab information is also available to a user when entering a new unfilled customer order after the information in the control block, Document tab, and Project Distribution tab have been entered.

October 2005 50 Reimbursable Agreements Transactions Users perform the following steps in order to view information on the Modification History tab:

Step Action 1 Select the RADG003 - Unfilled Customer Order option from the Navigator Menu to display the Unfilled Customer Order Screen. 2 Click on the ‘Enter Query’ button on the toolbar. Enter the reimbursable agreement number in the corresponding field. Click on the ‘Execute Query’ button on the toolbar. Note: The Unfilled Customer Order Control Number may be entered, if known. 3 Click on the Modification History Tab. To view detailed information for a modification, double click on a mod number to view project distribution information on the RADG003 Drill Down screen. Click on the Exit icon to exit the RADG003 Drill Down screen. Note: If the user clicks on the current modification, the View Mod button will not be highlighted. If the user clicks on any modification number other than the latest, the View Mod button will be highlighted. By pressing the View Mod button, the user is taken to the actual transaction record where the Document, Project Distribution, and Modification History tabs for that modification can be viewed. The user can then repeat the process to return to the original modification viewed or to access another modification.

5.2.8 System Edits and Business Rules • The Budget Office is responsible for entering all RADG003 Unfilled Customer Order transactions for NOAA. • The Reimbursable Project Allotment/UCO Request Form will be provided by the Line Office as the source document for RADG003 Unfilled Customer Order transactions for reimbursable sale/fixed fee projects. These projects will not have RADG002 Reimbursable Agreements in CBS. • The Reimbursable Project Allotment/UCO Request Form and the Reimbursable Agreement Acceptance Certification Form will be provided by the Line Office as the source documents for RADG003 Unfilled Customer Order transactions for WIP reimbursable projects. These projects, whether advance or non-advance, will be billed based on accumulated costs and will always have RADG002 Reimbursable Agreements in CBS. • Unfilled customer orders can only be recorded for a single FCFY. • Multiple unfilled customer orders can be recorded for a single reimbursable agreement. • The WIP flag cannot be modified after approval of an order. If the WIP flag is checked, the user must enter an agreement/contract number. A list of values is available based on agreements entered on the RADG002 - Reimbursable Agreement screen. Always check this box for WIP unfilled customer orders. Do not check this box for reimbursable sales/fixed fee unfilled customer orders. If the WIP flag is unchecked, the agreement/contract number is not required and only non-WIP projects should be listed on the Project Distribution tab. • Always leave the Direct Sales flag box unchecked. When the Direct Sales flag is checked, a reimbursable agreement is not required. The Direct Sales order would not be included in the percentage participation computation during the WIP process.

October 2005 51 Reimbursable Agreements Transactions • The Order Number field must be entered before an order is approved and may not be modified after the order is approved. • The Order Number for orders related to WIP agreements will be entered using the following format: FY-Sequential Number. For example, 2005-01 for the FY 2005 Unfilled Customer Order for each agreement. Only one UCO should be recorded per fiscal year for each agreement. • The Order Number for orders related to Reimbursable Sales/Fixed Fee projects will be entered using the following format: “FY-LO-Project Code-Sequential Number”. For example, 2005-06-6BXXXXX-01. Only one UCO should be recorded per fiscal year for each Reimbursable Sales/Fixed Fee project.

• Unfilled Customer Orders for carryover amounts should always be the first UCO transaction in the fiscal year for an agreement or Reimbursable Sales/Fixed Fee project.

• Additional funding for the same fiscal year and agreement or Reimbursable Sales/Fixed Fee project should be recorded as modifications to the existing Unfilled Customer Order.

• A new unfilled customer order should be created for a new reimbursable agreement. • The Customer Reference Number defaults from the customer reference number entered on the RADG002 - Reimbursable Agreement screen. Prior to approval of the order, the customer reference number may be changed. The customer reference number may not be changed after the order is approved. This number is optional in the system however NOAA requires this to facilitate payment from the customer. • If the Detail Billing Statement box is checked for “Yes,” a billing statement with costs broken down by object class will be generated and printed with the bills. • The Active flag identifies whether a customer order actively participates in the WIP allocation. The flag defaults to checked (Yes), however the user may uncheck it to discontinue the order’s participation in the WIP allocation. • A separate unfilled customer order should be created for the carryover amount referencing the Customer Reference Number with their modification for each order. • If there is a change to an unfilled customer order due to a mistake or error, a modification to the order should be created. • If a no-cost time extension is accepted for the agreement associated with the order, the Customer Reference Number and Period of Performance To Date will be updated on the existing order when the associated agreement record is modified.

5.3 WIP Allocation Modification and Release Screen (RADG005)

The purpose of the WIP (Work In Process) Allocation Modification and Release Screen is to review the results from the automated WIP process initiated on the RADG004 screen before billing the released costs through the WIP Billing Compilation Process (RADG006). The WIP Allocation Modification and Release Screen will also allow users to modify and manually release costs accumulated during the WIP process. The results are viewed by project on this screen; and since the costs are accumulated by fund

October 2005 52 Reimbursable Agreements Transactions code fiscal year, a project may have multiple screens to view (one screen for each fund code fiscal year with cost).

After reviewing the results on the RADG005 screen, the user may elect to run the RADG004 program again. There may be keying errors that need to be corrected or unfilled customer orders may need to be entered in the system. In these cases, the users will ensure that the necessary corrections or additions have been made and re-run the RADG004 program to update the RADG005 data. The RADG004 program may be run as many times as needed until all of the corrections or additions have been made.

The following is an example of the RADG005 screen:

The screen is divided into two parts: the control block and the detail block. The control block displays the bureau code, bureau name, WIP date. fund code, fund title, modified Y/N box, project code, total cost, fund code fiscal year, and organization. This information is retrieved from the system when the user enters a query and cannot be modified.

The detail screen contains three tabs: WIP Results, Modify WIP, and Cost/Order Detail. The first tab displays the results of the current WIP run by RA number, customer number, order number, WIP costs, available order amount, available advance amount, unreleased WIP, and released amount for a particular project. This tab is strictly a view only tab and always displays the initial results calculated by the WIP process. The Modify WIP tab also displays the initial WIP results but allows the user to change amounts in the WIP costs and release amount columns as detailed below. The third tab, Cost/Order Detail, displays RA number, order number, prior period costs, current period costs, total WIP costs, prior period orders, current period orders, manual orders, and total available orders. Like the first tab, this a view only tab of the calculated WIP results and cannot be modified in any way.

October 2005 53 Reimbursable Agreements Transactions Note: All RADG005 corrections made on the current WIP run will be lost when the RADG004 program is run again.

5.3.1 WIP Allocation and Modification Release Screen - Control Block (RADG005)

The control block of the WIP Allocation and Modification Release Screen contains the general information generated for each record by the WIP program. Most of the fields in this block can be used for querying purposes. Please refer to the Attributes section of the following table to identify the fields that can be queried.

The following fields are applicable to the control block of the WIP Allocation Modification and Release Screen:

Field Name Definition Attributes Bureau Code This field displays the bureau code as defined System generated or can on the Bureau Code screen (GL004). be user entered for querying Name This field displays the name associated with the System generated or can bureau code selected above as defined on the be user entered for Bureau Code Screen (GL004). querying WIP Date This field displays the date on which the WIP System generated program was run. Fund Code This field displays the reimbursable fund code System generated or can associated with the project. be user entered for querying Title This field displays the name associated with the System generated or can fund code selected above as defined on the be user entered for Fund Code Maintenance Screen (GL013). querying Modified This field displays N if the automated WIP System generated results are not modified. This field displays Y Updated by the system if if the user has modified and saved the WIP the record is modified results. Project Code This field displays the project code for which System generated or can the costs have been accumulated. be user entered for querying Total Cost This field identifies the total project costs for System generated or can this WIP run being allocated to the customer be user entered for orders associated with the project. querying

October 2005 54 Reimbursable Agreements Transactions Field Name Definition Attributes FCFY This field displays the fund code fiscal year of System generated or can the cost. be user entered for Note: Each fund code fiscal year is on a querying separate screen so there may be multiple screens for a single project. Organization This field displays the organization associated System generated or can with the costs, if costs are matched by project be user entered for and organization. querying Note: Since NOAA is matching on project code only, these fields will be zero filled. Unmatched Cost This field displays the amount of cost, by System generated FCFY, accumulated on the project that could not be allocated to an unfilled customer order. Note: This amount will also be displayed on the RADG107 Reimbursable Agreement Unmatched Cost Report.

5.3.2 WIP Allocation and Modification Release Screen - WIP Results Tab (RADG005)

The WIP Results Tab displays the results of the current WIP based on the user entered query criteria. A user can limit a query to just one project in a specific WIP run or broaden the query to an entire fund, an entire WIP run, or an entire Bureau.

The following fields are applicable to the WIP Results tab of the WIP Allocation Modification and Release Screen:

Field Name Definition Attributes RA No. This field displays the reimbursable agreement System generated number established on RADG002 associated with the corresponding line of WIP results. Customer No. This field displays the number assigned to the System generated customer associated with the reimbursable agreement. Order No. This field displays the unfilled customer order System generated number associated with the reimbursable agreement and corresponding line of WIP results. WIP Costs This field displays the total amount of costs System generated accumulated by the WIP program and allocated to this order.

October 2005 55 Reimbursable Agreements Transactions Field Name Definition Attributes Avail Order This field displays the amount remaining on the System generated unfilled customer order at the start of the current WIP run. Avail Adv This field displays the amount of advance System generated remaining on the unfilled customer order at the start of the current WIP run. Unreleased WIP This field displays the amount of incurred costs System generated that exceeds the lessor of the available order or available advance balance. Release Amount This field displays the amount of incurred costs System generated that can be sent to the AR Module for billing on this unfilled customer order.

5.3.3 WIP Allocation and Modification Release Screen - Customer List Button

A Customer List Button is located at the bottom of the WIP Results and Modify WIP tabs. This button gives the user a customer summary of the unreleased and released amounts by reimbursable agreement and unfilled customer order number. The information cannot be updated by the user. The view from the Customer List Button is displayed below:

October 2005 56 Reimbursable Agreements Transactions The following fields apply to the Customer List button:

Field Name Definition Attributes Bureau Code This field displays the bureau code as defined System generated on the Bureau Code screen (GL004). Name This field displays the name associated with the System generated bureau code selected above as defined on the Bureau Code Screen (GL004). WIP Date This field displays the date on which the WIP System generated program was run. Customer No. This field displays the customer number. System generated Name This field displays the name of the customer. System generated RA No This field displays the associated reimbursable System generated agreement number established on RADG002. Order No This field displays the unfilled customer order System generated number associated with the reimbursable agreement. FCFY This field displays the fund code fiscal year System generated associated with the WIP costs. Unreleased WIP This field displays the amount of incurred WIP System generated costs allocated to the unfilled customer order that could not be released by the system. Release Amount This field displays the amount of incurred WIP System generated costs allocated to the unfilled customer that can be released to the AR Module for billing.

5.3.4 WIP Allocation & Modification Release Screen - Customer WIP Results Drill Down

From the Customer List screen, the user has the ability to select a line item and by double clicking on the customer number for that particular line the system will display the complete WIP results for that particular reimbursable agreement and unfilled customer order. The information displayed cannot be updated by the user.

An example of the view from the Customer WIP Results Drill Down Screen is displayed below:

October 2005 57 Reimbursable Agreements Transactions

The following fields are applicable to the Customer WIP Results Drill Down Screen:

Field Name Definition Attributes Customer No This field displays the customer number of the System generated customer associated with the reimbursable agreement. RA No This field displays the reimbursable agreement System generated number established on RADG002. Order No This field displays the unfilled customer order System generated number associated with the reimbursable agreement and corresponding line of WIP results. Project This field displays the project code for which System generated the costs have been accumulated. FCFY This field displays the fund code fiscal year System generated associated with the corresponding line of WIP costs. WIP Costs This field displays the amount of costs System generated accumulated by the WIP program and allocated to this order. Avail Order This field displays the amount remaining on the System generated unfilled customer order at the start of the current WIP run. Avail Adv This field displays the amount of advance System generated remaining on the unfilled customer order at the start of the current WIP run.

October 2005 58 Reimbursable Agreements Transactions Field Name Definition Attributes Customer No This field displays the customer number of the System generated customer associated with the reimbursable agreement. Unreleased WIP This field displays the amount of incurred WIP System generated costs allocated to the unfilled customer order that could not be released by the system. Release Amount This field displays the amount of incurred WIP System generated costs allocated to the unfilled customer that can be released to the AR Module for billing.

5.3.5 WIP Allocation and Modification Release Screen - Modify Results Tab (RADG005)

The Modify Results Tab is the only place on the RADG005 where the user is allowed to enter changes to the results of the WIP program. On this tab, the user is able to change the WIP Cost, Release Amount, and Release (R) fields. All other fields on this tab are protected against modifications by the user. The user cannot change the total amount of cost on a particular project or change the fiscal year associated with the cost on this screen. This type of adjustment should be processed as a summary level transfer. The results of the summary level transfer would not be seen on this screen until the WIP program (RADG004) is run again.

Note: If the Hold Billing Flag check box has been checked on Reimbursable Agreement Screen (RADG002), the system will not allow the user to change the release amount and release fields for those agreement and order lines on RADG005.

October 2005 59 Reimbursable Agreements Transactions Below is an example of the Modify WIP tab:

The following fields apply to the Modify WIP Tab:

Field Name Definition Attributes RA No This field displays the associated reimbursable System generated agreement number established on RADG002. Customer No This field displays the customer number of the System generated customer associated with the reimbursable agreement. Order No This field displays the unfilled customer order System generated number associated with the reimbursable agreement and corresponding line of WIP results. WIP Cost This field displays the amount of costs System generated accumulated by the WIP program and allocated Can be modified by the to this order. user. Avail Order This field displays the amount remaining on the System generated unfilled customer order at the start of the current WIP run. Avail Adv This field displays the amount of advance System generated remaining on the unfilled customer order at the start of the current WIP run. Unreleased WIP This field displays the amount of incurred WIP System generated costs allocated to the unfilled customer order that could not be released by the system.

October 2005 60 Reimbursable Agreements Transactions Field Name Definition Attributes Release Amount This field displays the amount of incurred WIP System generated costs allocated to the unfilled customer order Can be modified by the that can be released to the AR Module for user. billing. M This field displays a Y if the record has been System generated modified by the user. Otherwise, the field displays a N. R This field displays a Y if the WIP costs System generated displayed on the corresponding WIP line will be Can be modified by the released for billing. If the WIP costs are to be user. held, the release field will display a N.

5.3.6 WIP Allocation and Modification Release Screen - Cost/Order Detail Tab (RADG005)

The Cost/Order Detail Tab allows the user to view detailed cost and order information for WIP results. This tab is for display purposes only.

The following is an example of the Cost/Order Detail WIP tab:

The following fields are applicable to the Cost/Order Detail Tab:

Field Name Definition Attributes RA No This field displays the associated reimbursable System generated agreement number established on RADG002. Order No This field displays the unfilled customer order System generated number associated with the reimbursable agreement and corresponding line of WIP results.

October 2005 61 Reimbursable Agreements Transactions Field Name Definition Attributes PP Costs This field displays the unreleased costs from the System generated (Prior Period Costs) previous WIP run. CP Costs This field displays the current period costs System generated (Current Period Costs) released for billing for the line of WIP results viewed. Total WIP Costs This field displays the total costs available for System generated billing for the line of WIP results reviewed. PP Orders This field displays the total remaining unfilled System generated (Prior Period Orders) customer order amount from the previous period associated with the line of WIP results viewed. CP Orders This field displays the total new unfilled System generated (Current Period customer order amount associated with the line Orders) of WIP results viewed. Manual Orders This field displays the total amount of manual System generated bills created against the corresponding unfilled customer order associated with the line of WIP results viewed. Tot Avail Orders This field displays the sum of the unfilled System generated customer order balances available to cover incurred WIP costs.

5.3.7 Review WIP Transactions (RADG005)

After the WIP program has been run, the user has the opportunity to review the amounts, by project, that will be billed against each unfilled customer order. It is important that any adjustments to these billed amounts be made at this time since the receivable records that are generated through the WIP Billing Compilation Process are established as approved records. At that point, the only field that can be modified on the receivable record is the Bill Text field. Each Unfilled Customer Order line item with a release amount displayed on this screen will generate a separate receivable. Multiple projects citing the same Unfilled Customer Order number will be combined into one receivable transaction.

To review the projects using the WIP Allocation Modification and Release screen, the user performs the following steps:

Step Action 1 Select the RADG005 - WIP Allocation Modification and Release Screen from the Navigator Menu.

October 2005 62 Reimbursable Agreements Transactions 2 To retrieve the information for all of the projects included in the current WIP run: Click on the Enter Query icon on the toolbar. Click on the Fund Code field and enter the appropriate fund code. Click on the Execute Query icon to retrieve all of the WIP projects for the fund code. Note: The user can query on any field or combination of fields located in the tool bar except for WIP Date. To select all funds codes and all projects, click on the Enter Query icon and immediately click on the Execute Query icon.

3 Records are displayed by project and fund code fiscal year of costs. The arrows located on the toolbar can be used to scroll between the records.

5.3.8 Modify WIP Transactions (RADG005)

The Modify WIP Tab allows the user to move costs between two separate unfilled orders on the same project. This is particularly useful when the funding on one unfilled customer order will expire before the other order and NOAA needs to use the expiring funds first. The WIP process allocates costs solely on the percentage of funding supporting the project and does not compare termination dates when allocating costs between the available unfilled customer orders.

In addition, this tab also allows the user to move costs from release to unreleased on a particular unfilled customer order line. This is helpful on those occasions when a bill should not be issued during a particular billing cycle and the Hold Billing flag was not checked before WIP was run. Users are not allowed to move costs from unreleased to released. This is a system calculated function based on the fact that the Hold Billing flag on RADG002 has not been checked and there is sufficient order and/or advance balance to cover the costs.

The Modify WIP Tab does not allow the user to transfer costs from one project to a different project. Other adjustment methods, such as summary level transfers, should be used for transferring costs between projects.

October 2005 63 Reimbursable Agreements Transactions 5.3.9 Adjust the Amount of Costs Allocated Between Unfilled Customer Orders on WIP Transactions (RADG005)

To change the amount of costs allocated between two or more unfilled customer orders through the WIP Allocation Modification and Release screen, the user performs the following steps:

Step Action 1 Select the RADG005 - WIP Allocation Modification and Release Screen from the Navigator Menu. 2 To retrieve the information for a specific project included in the current WIP run: Click on the Enter Query icon on the toolbar. Click on the Project Code field and enter the appropriate project code. Click on the Execute Query icon to retrieve the project information. 3 Click on the Modify WIP Tab. 4 Click in the WIP Costs field for the appropriate unfilled customer order. 5 Enter the correct amount of costs to be billed for this unfilled customer order. 6 Click the WIP Costs field for the next unfilled customer order. 7 Delete the system generated amount and enter the new amount of costs to be billed for this unfilled customer order. (Continue as needed if there are additional unfilled customer order lines that need to be changed.) Note: The bottom line Total Costs amount cannot be different from the total project costs amount that is displayed in the Total Cost field of the Control Block. If the user attempts to save the record where the modified total costs does not equal the total project cost the following error message will be displayed: “The modified WIP cost total must equal the total project cost.” 8 Click on the Save icon to save the changes. The Modified field in the Control Block will change to display a “Y”.

5.3.10 Modify the Amount of Released Costs on WIP Transactions (RADG005)

To modify the amount released through the WIP Allocation Modification and Release screen, the user performs the following steps:

Step Action 1 Select the RADG005 - WIP Allocation Modification and Release Screen from the Navigator Menu. 2 To retrieve the information for a specific project included in the current WIP run: Click on the Enter Query icon on the toolbar. Click on the Project Code field and enter the appropriate project code. Click on the Execute Query icon to retrieve the project information. October 2005 64 Reimbursable Agreements Transactions 3 Click on the Modify WIP Tab. 4 To change the amount of costs to be released, click on the Release Amount field. 5 Delete the system generated amount and enter the new amount of costs to be released. 6 The Unreleased WIP field will be populated with the difference between the new amount entered by the user and initial system generated amount. 7 Click on the Save icon to save the changes. The Modified field in the Control Block will change to display a “Y”.

5.3.11 Change Released Costs to Unreleased Costs on WIP Transactions (RADG005)

To hold the entire amount of released costs for an unfilled customer order through the WIP Allocation Modification and Release screen, the user performs the following steps:

Step Action 1 Select the RADG005 - WIP Allocation Modification and Release Screen from the Navigator Menu. 2 To retrieve the information for a specific project included in the current WIP run: Click on the Enter Query icon on the toolbar. Click on the Project Code field and enter the appropriate project code. Click on the Execute Query icon to retrieve the project information. 3 Click on the Modify WIP Tab. 4 To hold the entire release amount for a specific WIP line, click on the Release flag and change the “Y” to “N”. 5 The Unreleased WIP field will be populated with the total amount of costs for that specific WIP line. 6 Click on the Save icon to save the changes. The Modified field in the Control Block will change to display a “Y”.

5.3.12 System Edits and Business Rules • The allocation of costs to an order can be changed by moving all or a portion of the costs to any other order on the same project and in the same fiscal year. • The total amount of cost on particular project cannot be changed on this screen.

• The fiscal year associated with the cost cannot be changed on this screen • If the Hold Billing flag check box has been checked on Reimbursable Agreement Screen (RADG002), the system will not allow the user to change the release amount and release fields for those agreement and order lines on RADG005.

October 2005 65 Reimbursable Agreements Transactions • A user can move all or a portion of released costs to the unreleased column even if the Hold Billing flag on RADG002 has not been checked. • The user cannot release costs for billing if the Hold Billing flag has been checked on RADG002. The Hold Billing flag on RADG002 must be unchecked to allow the costs to be released for billing.

5.4 Receivable Screen (AR001)

The AR001 Receivable screen drives accounting processes in the Accounts Receivable module as well as those in the Reimbursable module, such as creating bills, making adjustments, etc. A user may create a new receivable record, view a receivable record, or modify an existing receivable record on the AR001 screen. The system supports the calculation, generation, and posting of customer bills based upon billing source, event, or time period. The system supports the manual entry of receivable and bill transactions, as well as the establishment of reimbursable receivables and bills generated through the RADG006 WIP Billing Compilation Process.

The following is an example of the AR001 screen:

The Receivable screen is divided into two parts. The first part is the control block where required information for a reimbursable is entered. This information is referenced on all transaction screens involving the reimbursable agreement record. The detail block of the screen is divided into the following seven tabs: Document, Reference, Reporting, Loan, Items, Schedule, and History. These seven tabs maintain the required information specific to the receivable record, such as the Number of Payments, Payment Cycle, Billing Schedule, Treasury Report on Outstanding Receivables Reporting parameters, October 2005 66 Reimbursable Agreements Transactions etc. Only those tabs and fields impacted by reimbursable processing will be discussed here. The Accounts Receivable User Guide contains a thorough discussion of the entire AR001 screen.

5.4.1 Receivables - Control Block (AR001)

The Control Block of the Receivable screen establishes and maintains the general information for a receivable record, which is displayed for all tabs on the Receivable screen. Additionally, most of the information on the Control Block will also be referenced on other transaction screens such as Bills, Adjustments, and Collections.

The following fields in the Control Block of the AR001 screen are specifically applicable for reimbursable processing:

Field Name Definition Attributes Receivable Type This field displays the receivable type as Required. defined by each bureau. The valid values for LOV Available. this field are established on the AR050-System Defaults to AUTWIP for Types and Codes Maintenance screen.. system generated WIP Note: The receivable types for reimbursable bills. processing are AUTWIP and REIMB. Direct flag This field determines if a receivable for a Optional reimbursable project must cite a reimbursable Do not check. agreement. If the field is not checked and the receivable type = REIMB, a reimbursable agreement number must be entered in the agreement number field. NOAA will not check this flag. Agreement No. This field displays the Reimbursable Agreement Required for number which the customer is being billed for. reimbursable projects This is a required field for reimbursable that do not have the agreement bills. direct flag checked. Note: The information entered on this field will LOV available be displayed on all transaction screens. Modification No. This field displays the modification number, if Optional applicable, for the agreement number entered. Cust. Order No. This field displays the unfilled customer order Required for that is linked to the reimbursable agreement reimbursable projects. number already selected. LOV available Cust. Ref. No. This field displays the customer reference Populated based on the number entered on the unfilled customer order record chosen above. selected above. Can be updated

October 2005 67 Reimbursable Agreements Transactions Information concerning the other fields in the control block may be found in the Accounts Receivable User Guide.

5.4.2 Receivables - Document Tab (AR001)

The Document Tab of the Receivable screen maintains information pertaining to the bill(s) that are created for the receivable record. This tab establishes information such as the number of bills to be generated, the billing cycle for the bill payments, the starting date for the billing schedule and other relevant information.

The following is an example of the Document tab on the AR001 screen:

The following fields on the Document Tab of the AR001 screen have special reimbursable functionality:

Field Name Definition Attributes Remitt. Code This field displays the bureau defined code that Required. uniquely identifies the mailing address where LOV available. payment should be remitted. This address will Defaults from RADG003 print on the customer’s bill. The valid values when the Unfilled for this field are established on the Remittance Customer Order number Codes screen (AR057). is entered in the control block. October 2005 68 Reimbursable Agreements Transactions Field Name Definition Attributes Source This field displays the original program source Required. for which the reimbursable record has been LOV available. created. The valid values for this field are Defaults to NONE for established on the System Maintenance Codes system generated screen (AR050). receivables. The Source types for reimbursable receivables include: BISRA, BISSEM, NONE, REIMB, and ROTHER. Orig. Office This field displays the code which represents Required. the originating Line, Program, or Staff Office LOV available. for the reimbursable agreement and/or Defaults from RADG003 receivable transaction. The valid values for this when the Unfilled field are established on the CBS Office screen Customer Order number (AR056). is selected in the control block. Admin. Office This field displays the code which represents Required. the administrative office (i.e., HQTRS, ASC) LOV available. that is responsible for issuing and collecting the Defaults from RADG003 reimbursable bill. The valid values for this field when the Unfilled are established on the CBS Office screen Customer Order number (AR056). is selected in the control block.

Refer to the Accounts Receivable User Guide for details on other fields on the Document Tab.

October 2005 69 Reimbursable Agreements Transactions 5.4.3 Receivables - Reference Tab (AR001)

The Reference Tab of the Receivable screen maintains other relevant information for the reimbursable record such as the Billing ALC. The following is an example of the Reference tab on the AR001 screen:

The following fields on the Reference Tab of the AR001 screen apply to reimbursable bills:

Field Name Definition Attributes Period Covered: From This field displays the beginning date of the Optional billing period for a reimbursable advance or the System generated for first date of cost transactions covered by a WIP WIP bills. bill. Period Covered: To This field displays the ending date of the billing Optional period for a reimbursable advance or the last System generated for date of cost transactions covered by a WIP bill. WIP bills.

Billing ALC This field displays the agency location code for Required. the bureau issuing the bill. Valid values are LOV Available established on the Agency Location Code screen (GL060).

October 2005 70 Reimbursable Agreements Transactions Field Name Definition Attributes Ref. No This field displays the unfilled customer order Optional number the costs were allocated to by the WIP System generated for program. It can be used to record an agreement, WIP bills. MOU, purchase order, or other document no. related to a reimbursable sales/fixed fee receivable. Mixed System: Code This field displays “WIP” when the receivable Optional record was generated by the WIP Billing System generated for Compilation Process (RADG006). WIP bills. Mixed System: This field displays the system generated number Optional Document Number that identifies the WIP batch when the System generated for receivable record is generated by the WIP WIP bills. Billing Compilation Process (RADG006). Mixed System: Date This field displays the date when the receivable Optional Loaded record is generated by the WIP Billing System generated for Compilation Process (RADG006). WIP bills.

Information concerning the other fields on the Reference Tab may be found in the Accounts Receivable User Guide.

5.4.4. Receivables - Items Tab (AR001)

The Items Tab on the Receivable screen defines the type of service/items provided, for which the reimbursable record is being created. The user will be able to define the object classes relating to the different items on this tab. The user will also access the ACCS from the Items tab by using the MDL Button displayed on this tab.

The following is an example of the Items tab on the AR001 screen:

October 2005 71 Reimbursable Agreements Transactions

The LOV for Item Type field on the Items Tab of AR001 screen has been expanded for reimbursable processing:

Field Name Definition Attributes Item Type This field displays the item type breakdown for Required. the receivable record. WIP Batch processes in the LOV Available. reimbursable module require that the values listed Valid WIP values are: to the right be used. Item types for reimbursable RMADV - Manual sales/fixed fee receivables include, but are not Advance limited to, SALES and SERV. These values are RAADV - Automated established on the System Maintenance Codes Advance screen (AR050). RAWIP - Automated WIP RMWIP - Manual WIP Object This field displays the object class for each line Required. item. The valid values for this field are defined LOV Available. on the Object Class screen (GL051-GL054). The specific object classes designated for reimbursable processing must also be entered on the WIP Accounts Maintenance screen (RADG001).

Information concerning the other fields on the Items Tab may be found in the Accounts Receivable User Guide.

5.4.5 Receivables - ACCS/MDL (AR001)

The MDL Block on the Items Tab defines the ACCS string of the reimbursable record which, in turn, determines the general ledger impact for that record. The user will be required to enter pertinent information such as Fiscal Year, Fund Code, Project-Task Number, Program Number and Organization Code on the ACCS Code Entry screen (AR090). Once the reimbursable record has been approved, the ACCS string cannot be modified and will default for corresponding transactions on the adjustments and collection screens.

October 2005 72 Reimbursable Agreements Transactions The following is an example of the MDL tab on the AR001 screen:

The following fields on the MDL tab in the AR001 screen have edits related to reimbursable processing:

Field Name Definition Attributes Organization This field is used to record the organization Required code of the Line, Program, or Staff Office LOV Available responsible for the reimbursable project Organizations available selected. Receivables for reimbursables will are limited to those only cite the first level of the organization (Line entered on the Unfilled Office level). The valid values for this field are Customer Order screen defined on the Organization Code screen (RADG003). (GL040-GL046) .

Information concerning the other fields on the MDL Tab may be found in the Accounts Receivable User Guide.

5.4.6 Receivables - Schedule Tab (AR001)

The Schedule Tab on the Receivable screen defines the billing schedule for a reimbursable record and is generated once the information on the Items Tab has been entered. The No. of Pay fields on the Document Tab will help determine the billing schedule on the Schedule Tab. For example, if the user specifies 15 payments on the Document Tab, the billing schedule will evenly divide the principal amount of receivable into 15 bills/payments with a bill status of Pending.

Note: The billing schedule simply provides the user with a list of bills that the system will physically generate in the future. When the system date is equal to the Bill Date field for a specific bill, the status of the bill will update to ‘Open,’ (i.e. the bill is ready to be issued/mailed).

October 2005 73 Reimbursable Agreements Transactions The following is an example of the Schedule tab on the AR001 screen:

No modifications have been made to the Schedule Tab for reimbursable processing. Detailed information concerning this tab may be found in the Accounts Receivable User Guide.

5.4.7 Create Receivable Transactions (AR001)

In order to create receivable records, users perform the following steps to establish a receivable for a reimbursable agreement bill:

Step Action 1 Select AR001 - Receivables option from the Navigator Menu. 2 Double click on the Receivable Type field and select “REIMB” from the LOV for reimbursable advance receivables or “SALES” for reimbursable sales/fixed fee receivables. Value may also be entered directly into the field. 3 Double click on the Bureau field and select the desired bureau from the LOV or enter this value in the field. The bureau name will default once the user selects the Bureau Code. 4 Double click on the Customer field and enter, or select from the LOV, the customer and invoice contact cited on the reimbursable agreement and unfilled customer order records. 5 Do not click on the Direct flag checkbox if recording advance receivables for reimbursable agreements. Click this checkbox for receivables related to reimbursable sales/fixed fee projects. 6 Double click on the Agreement No. field and select the reimbursable agreement number from the LOV if recording advance receivables for reimbursable agreements. The LOV will be limited to those agreements that reference the same customer and contact entered earlier. Skip this field for receivables related to reimbursable sales/fixed fee projects. 7 If an agreement number was entered, double click on the Mod No. field and select the modification number for the reimbursable agreement from the LOV. Skip this field for receivables related to reimbursable sales/fixed fee projects.

October 2005 74 Reimbursable Agreements Transactions Step Action 8 Double click on the Customer Order No. field and select the unfilled customer order/customer reference number combination from the LOV. For reimbursable sales/fixed fee projects, the customer order number will be in the following format: FCFY-LO-Project Code-XX. 9 Selection of an unfilled customer order/customer reference number combination above will also populate the Customer Reference Number, Remittance Code, Originating and Administrative Office fields. These fields may be modified by the user, if necessary. 10 The remaining fields should be entered in the manner outlined in the Accounts Receivable User Guide using the specific values for reimbursable agreements and reimbursable sales/fixed fee projects that are cited in sections 10.9 and 10.4 of this user guide.

5.4.8 Modify Receivable Transactions (AR001)

Any field on the receivable record can be modified provided the record has not been approved. However, once the receivable record has been approved, only a limited number of fields on the screen can be modified. Detailed information concerning the fields that can be modified may be found in the Accounts Receivable User Guide. However, the reimbursable agreement, modification, unfilled customer order, and customer reference numbers can no longer be modified once the record is approved. If any one of these fields has been entered incorrectly, the receivable must be voided and re-entered with the correct information. It is essential that these fields be correct for proper accounting of the reimbursable agreement revenue and costs.

5.4.9 Receivable Transactions Generated by the WIP Process (AR001)

The RA module includes the automated generation of bills for customers that are billed for the accrued costs on a reimbursable agreement. While detailed information on this process is included in sections 6.1, 6.2 and 10.11 of this user guide, some of the basic differences are presented here: • A receivable generated by the WIP process is always identified with a “AUTWIP” receivable type. • The Source field on the Document Tab is populated with a value of “NONE”. • On the Reference tab, the beginning date for the Period of Performance is populated with the first day of the month of the date of the first cost transaction and the ending date is populated with the last day of the month of the date of the last cost transaction covered by the bill. • The Item Type for a bill for accrued cost generated by the WIP process is always RAWIP with an object class of 03-02-00-00. • The WIP process also generates a bill for reimbursable agreements that have been paid in advance. This is actually a zero balance bill. The first item type is RAWIP which displays a positive amount reflecting the total cost that was accrued during the month. The second item type is RAADV which displays an equal negative amount reflecting the corresponding advance reduction for the amount of cost accrued.

October 2005 75 Reimbursable Agreements Transactions • The appropriate general ledger account hits on a zero balance bill are driven by the object classes of 03-02-00-00 for the item type of RAWIP and 03-03-00-00 for the item type of RAADV. • The WIP bills are entered with standard bill text which can be modified by the user.

5.4.10 System Edits and Business Rules

• The Item Type for a manual advance bill is always RMADV with an object class of 03-01-00-00. • The receivable must reference the same customer and invoice contact that has been entered on the reimbursable agreement and unfilled customer order screens. • An unfilled customer order must be established in the RA module before the receivable that references the reimbursable agreement can be established. • The total amount of receivables referencing an unfilled customer order cannot exceed the amount of the unfilled customer order. • A receivable with a reimbursable project must reference a reimbursable agreement and/or unfilled customer order.

5.5 Collections Screen (AR008)

The Collections screen is used to assign deposit tickets and their associated receipts to a billed receivable created for an advance payment on a reimbursable agreement or for a system generated WIP billing.. The Collections screen allows the user to create and approve collections, edit unapproved collections, and reverse existing approved collections.

The Collections screen is divided into three sections: the Receivable block, the Collection block, and the Collection Bill Items block. The Receivable block references the control information for the reimbursable receivable record. The Collection block records specific collection information and links the collection record to a specific deposit ticket and receipt. The Collection Bill Items block displays the distribution of the collection amount as applied to the bill(s) for the selected reimbursable record. This block is populated by the system based on the priority parameters established in the Collection Application Sequence on the Bureau Parameters screen (AR055). Based on those priority parameters the system will apply the collection amount to specific item classes without any intervention by the user.

October 2005 76 Reimbursable Agreements Transactions

The following is an example of the AR Collections (AR008) screen:

5.5.1 Receivable Block

The Receivable Block of the Collections screen displays the basic information for a reimbursable record such as the Bureau Code, Customer Number, Agreement number, (Unfilled Customer) Order Number, Receivable Type, Customer Reference Number and other relevant information. The control information will be brought forward from the Receivable screen (AR001) and does not allow for modifications.

Listed below is a detailed description of each field displayed on the Receivable Block that relates directly to reimbursables:

Field Name Definition Attributes Agreement No. This field displays the active Reimbursable System generated Agreement number(s) that is associated with the specific customer. Note: The information is brought forward from the AR001 screen.

October 2005 77 Reimbursable Agreements Transactions Field Name Definition Attributes Mod No This field displays the current modification System generated number for the formal agreement or TWA number entered on the RADG002 screen. Order No This field displays the order number that System generated identifies the specific customer order. Recv Type This field displays the receivable type as System generated defined for the receivable record. The appropriate receivable types for reimbursables are REIMB and AUTWIP. Note: The information is brought forward from the AR001 screen. Cust Ref No This field displays the reference number the System generated customer has provided. Approval This field displays the approval status of the Required to approve the collection record. If checked, the collection collection record. record is approved.

5.5.2 Collection Block

The Collections block links the deposit ticket and the receipt information to the reimbursable record. This tab also provides other information such as, Collection Date, GL End Date, Fiscal Year. The Collection Block is discussed in complete detail in the Accounts Receivable User Guide.

5.5.3 Collection Bill Items Block

The Collection Bill Items block displays the individual line item(s) of a bill that have collections applied. The Collection Bill Items block is system generated and cannot be modified. This block displays information corresponding to existing bills. Collections are applied based on the item class priorities as defined in the Collection Application Sequence on the Bureau Parameters screen (AR055). The Item Type field is directly related to the type of reimbursable being processed and is brought forward from the AR001 screen. If no collections have been applied the Collection Bill Items block will contain no data.

A detailed description of all the fields displayed on the Collection Bill Items block receivable record is contained in the Accounts Receivable User Guide.

5.5.4 Apply a Collection

On the Collections screen (AR008), the user is able to apply a collection towards an approved reimbursable record. In order to apply a collection to a reimbursable record, there must exist a bill in an OPEN status. Additionally, the user must have the deposit ticket and corresponding receipt information in order to apply the collection.

October 2005 78 Reimbursable Agreements Transactions To apply a collection to a reimbursable record, the user will perform the following steps:

Step Action 1 Select the AR008 - Collections option on the Navigator Menu to launch the screen. 2 The screen will launch in a query mode. Query on the Recv. No field in order to locate the desired reimbursable. 3 The Receivable block will be populated with the information established on the Receivable screen (AR001) based on the reimbursable record queried. Note: The user will not be able to modify any fields in the Receivable Block. 4 In the Collection block, click on the Coll. Date field. The following fields will default: Coll. Date will default to the current system date. GL End Date will default to the end date of the current general ledger period. FY will default to the current fiscal year. Coll. Type will default to ‘Billed.’ 5 The Collection No. field is system generated and is sequential within each reimbursable record. A collection number will be assigned when the user saves the collection record. Note: The system will allow the user to apply multiple collections to a reimbursable record. 6 Enter a new date on the Coll. Date field if the collection date is not the current system date. Note: The Date field cannot be future dated. Additionally, the Date field cannot be prior to the Receivable Date as established on the AR001 Receivable screen. 7 The GL End Date and FY fields will default based on the date entered in the Coll. Date field. Note: The GL End Date and FY fields are both system-generated and cannot be modified. 8 Double click on the Coll. Code field to select the desired collection code for the collection record. 9 The Coll. Type field will default to BILLED and cannot be modified. 10 Double click on the Dep. Ticket field to select a valid deposit ticket. The system will launch the Deposit Ticket screen (AR007) and list all of the deposit tickets with a status of OPEN. Highlight the desired deposit ticket and click the Select button. 11 Double click on the Receipt No. field to select a valid receipt. The system will launch the Receipt Log screen (AR006) and list all of the receipts that have been previously assigned to the deposit ticket selected above. Highlight the desired receipt and click the Select button. 12 The Receipt Type field will default based on the receipt selected.

October 2005 79 Reimbursable Agreements Transactions 13 The Amount field will default to the amount of the receipt selected above. In cases where the Amount field is not equal to the receipt amount, the system will prompt the user to confirm the amount. Note: Remember to change the receipt amount if the correct amount has not been brought forward when the Receipt No. is selected. The system will not allow the user to apply collections in the amount greater than the Bill Amount Due as calculated on the Receivable screen (AR001). 14 At this point, all of the required information necessary to apply a collection has been entered. Click the Collect button to apply collections to the reimbursable record. The system will generate a confirmation dialogue box prompting the user to confirm this action. Click on the Yes button. 15 The system will automatically populate the Collection Bill Items block with information pertaining to outstanding bills. 16 Click on the Approval checkbox to approve the record. Click Yes in the Confirmation Dialogue box. The Name and Date fields will automatically populated with the user’s name and current system date/time. Note: The collection will not actually be applied until the record is approved. 17 Upon approval, the Unapplied Amount field on the Deposit Ticket screen (AR007) will be reduced by the amount of collection applied to the reimbursable record. 18 Upon approval, the following updates will occur on the Bill screen (AR002): If the bill has been paid in full, the status of the bill is updated to PAID. If there is a partial payment, the bill amount is updated to reflect the new amount due and the status will remain OPEN. 19 Upon approval, the following updates will occur on the Receivable screen (AR001): On the Schedule tab, the status of the bill will update to: PAID if the bill has been paid in full. OPEN if the bill has been partially paid. On the Document tab of the Receivable screen (AR001), the Total Collected field will display a sum of the amount of collection applied to the reimbursable record. Additionally, the Recv Amount Due and Bill Amount Due fields will be updated to reflect the new amount due. If the applied collection amount equals the reimbursable amount due, the status of the reimbursable is also updated to PAID.

October 2005 80 Reimbursable Agreements Transactions The following is an illustration of a completed AR Collection (AR008) screen:

5.5.5 Modify a Collection

Modifications can be made on the Collection screen (AR008) only to an unapproved collection transaction.

Note: On the Receivable Block the system will not allow the user to make any modifications as all the information is brought forward from the Receivable screen (AR001).

October 2005 81 Reimbursable Agreements Transactions In order to modify an unapproved collection record, the user performs the following steps:

Step Action 1 On the Collections block, the user can modify the Coll. Code, Dep. Ticket No., Receipt No., and Amount fields before the record is approved. In order to use a different deposit ticket, the user will simply double click on the Dep. Ticket No. field and select a new deposit ticket. The system will automatically delete the data entered in the Receipt No. and Amount fields. The user will then select a new receipt and specify the amount for collection. Note: Please refer to Section 4.8.4 (Steps 10 and 11) of the Accounts Receivable User Guide for details on how to select a deposit ticket and receipt). 2 If the user changes the collection amount, the system updates the Collections Items block accordingly. 3 If the user erroneously applied a collection, an unapproved collection record can be deleted. In order to delete an unapproved record: Click on the Collection block and select the applicable Collection No Click on the Delete a Record (X) icon. The system will display a confirmation dialogue box confirming that the user intends to delete the collection record. Click Yes in the Confirmation Dialogue box. 4 The user can apply multiple collections to a reimbursable record. In order to apply a new collection Query for the desired reimbursable Click on the Collection block and select the applicable Collection No Click on the Add a Record (+) icon. The system will display blank Collection and Collection Bill Items blocks. At this point, the user can continue as if they were creating the first collection record. Note: Please refer to Section 4.8.4 of the Accounts Receivable User Guide for additional information. 5 The user should not leave an unapproved record on this screen as the system will not allow further processing until the collection transaction has been approved.

5.5.6 System Edits and Business Rules

The following screen edits apply to the AR Collections (AR008) screen: • Multiple collection records can be assigned to each reimbursable record. • Once approved, a collection record cannot be modified or deleted. • In order to process a collection transaction, one of the bills on the receivable record must be in an OPEN status. • Before accessing the Collections screen, a receipt must be recorded on the Receipt Log Screen (AR006) and assigned to a deposit ticket on the Deposit Ticket Screen (AR007). • The system will not allow the user to apply collections in an amount greater than the Bill Amount Due. October 2005 82 Reimbursable Agreements Transactions • The system will not allow the user to apply a collection transaction if there is an unapproved transaction on other functional screens for that record. • The system will not allow partial reversals. • The amount of a negative collection cannot exceed the amount of the original collection applied.

5.6 AR Unbilled Collection Screen (AR009)

The Unbilled Collection Screen is used to assign deposit tickets that have associated receipts that were received as a result of an unbilled bill or receivable. This screen allows the user to apply unbilled collections towards receivable records created on the Receivable screen (AR001), referred to as an existing receivable, or create a new receivable record, referred to as a miscellaneous receivable.

Specific fields have been added to the AR Unbilled Collection Screen in order to support collections for reimbursable projects. In the Receivable Block, the agreement number, modification number, customer order number and customer reference number fields, in combination, identify reimbursable agreements for which collections have been received. An unfilled customer order must be approved on RADG003 in order for an agreement number, modification number, customer order number and customer reference number combination to be available on the list of values. On the Collection Items tab, the Item Type field allows the user to identify the collection as an advance or WIP payment for a reimbursable project.

The Unbilled Collection Screen (AR009) is displayed below:

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5.6.1 Control Block (AR009)

The following fields from the control block of the AR Unbilled Collections screen relate to reimbursable agreements or reimbursable sales/fixed fee projects:

Field Name Definition Attributes Source This field displays the original program source Required for which the receivable record has been LOV available created. Direct The checkbox indicates whether the collection Optional is related to a reimbursable agreement or a reimbursable sales/fixed fee project. Required to identify a Note: For a collection related to a reimbursable collection for a agreement, the box should not be checked. reimbursable sales/fixed fee project.

Agreement No. This field displays the reimbursable agreement Optional number to which the collection should be linked LOV available as defined on the Reimbursable Agreement Screen (RADG002). Required if collection is linked to an agreement. Mod No. This field displays the modification number of Optional the reimbursable agreement number as defined LOV available on the Reimbursable Agreement Screen (RADG002). Required if collection is linked to an agreement.

Cust. Order No. This field displays the unfilled customer order Required number as defined on the Unfilled Customer LOV available Order Screen (RADG003).

Cust. Ref. No. This field displays the customer’s number to be Optional referenced on invoices and correspondence as LOV available defined on the Unfilled Customer Order Screen (RADG003) .

Entry Type This field displays DIRECT if the record is Defaults to DIRECT manually entered by the user. upon entering the screen.

The field displays CARRYOVER if the record CARRYOVER is system is created by the automated carryover balance generated, as necessary, transfer process. during the automated carryover balance transfer process.

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5.6.2 Collection Items Tab (AR009)

The Collection Items tab allows the user to specify the items and corresponding MDL to which the unbilled collection is being applied. For an existing receivable, the system will populate this information from the date entered on the Receivable screen (AR001). For a miscellaneous receivable, the system will allow the user to specify the item type and MDL. When the user enters the Collection Items tab, a numbered list of blank collection item lines is presented. The user has the option of posting one or several collections. Each of the collections will be assigned to the reimbursable agreement and unfilled customer order defined in the control block. Unfilled customer orders that involve multiple participating organizations or covering several projects may result in one collection being distributed to multiple projects or organizations. The Collection Items tab also allows the one collection to be distributed to multiple projects and organizations.

The following is an example of the Collections Items tab on the AR009 screen:

The following fields are applicable to the Collection Items tab:

Field Name Definition Attributes

Item Type This field displays the item type breakdown for Required. the receivable record. The valid values for this LOV Available. field are established on the System Types and Codes Screen (AR050).

Description This field displays the description of the item Defaults based on the type selected. Item type field.

October 2005 85 Reimbursable Agreements Transactions Field Name Definition Attributes

Amount This field displays the amount of unbilled User defined. collection applied to the receivable record.

Object This field displays the object class of each line Required. item. The valid values for this field are defined LOV Available. on the Object Class Code screen (GL051- GL054).

MDL Button Clicking on this button will display the MDL Detail screen. Note: The user will complete the MDL Detail screen in accordance with Accounts Receivable guidance.

5.6.3 Establish an Unbilled Collection (AR009)

To post a collection on the AR Unbilled Collection Screen (AR009) for a reimbursable agreement or reimbursable sales/fixed fee project, a user performs the following steps:

Step Action

1 Select the AR Unbilled Collection Screen (AR009) from the Navigator Menu.

2 Click in the Bureau Code field and enter the bureau code or double click for a LOV. Select the appropriate bureau code.

3 Click in the Customer field and enter the appropriate customer and invoice contact number associated with the reimbursable agreement or double click and select it from the LOV.

4 Double click in the Source field and select “REIMB” for unbilled collections of reimbursable advances or “ROTHER” for unbilled collections related to reimbursable sales/fixed fee projects.

5 If this collection is related to a reimbursable agreement, double click in the Agreement No field and select the appropriate reimbursable agreement number from the LOV. For collections to reimbursable sales/fixed fee projects, skip this field. Note: This LOV is limited to the agreements for the customer number entered in the Customer field in Step 3 above that have approved unfilled customer orders.

October 2005 86 Reimbursable Agreements Transactions Step Action

6 If this collection is related to a reimbursable agreement, double click on the Mod field and select the appropriate agreement modification number from the LOV. For collections to reimbursable sales/fixed fee projects, skip this field.

7 If this collection is related to a reimbursable agreement, double click on the Customer Order No field and select the appropriate unfilled customer order and Cust Ref No combination to which the collection is being linked. For collections to reimbursable sales/fixed fee projects, skip this field.

8 If necessary, click on the Customer Ref No field to modify the customer reference number that will appear on the bill.

9 Click on the Admin Office field. If this collection is related to a reimbursable agreement, both the Admin Office and Orig Office fields will be populated automatically from the reimbursable agreement record but can be updated if necessary. For collections to reimbursable sales/fixed fee projects, double click to select the Admin Office from the LOV.

10 Click on the Deposit Ticket field in the Unbilled Collections tab. Complete the Unbilled Collections tab in accordance with Accounts Receivable guidance.

11 Click on the Collection Items tab.

12 In the Item Type field double click for a LOV and select the appropriate item type for the reimbursable agreement. The system will only display the list of item types that are defined for the Source type entered. Note: If you entered “REIMB” in the Source field, the LOV will display item types of “RMADV” and “RMWIP”. If you entered “ROTHER” in the Source field, the LOV will include, but is not limited to, item types of “SALES” and “SERV”.

13 The Description field will default based on the item selected in the Item Type field.

14 Enter the Amount of unbilled collection being applied to the item selected.

15 Double click on the Object Class field and specify the object class for the particular item type using the specific values for reimbursable agreements and reimbursable sales/fixed fee projects that are cited in sections 10.10 and 10.4 of this user guide. The Object Class is maintained at the item level and cannot be modified at the MDL level.

16 Click on the MDL Button to enter the ACCS information in accordance with Accounts Receivable procedures.

17 After entering the MDL information, the user can move to the next line on the Collection Items tab or approve the record. Prior to approving the record, all information should be reviewed. Once approved, the user will not be able to make modifications to the record.

October 2005 87 Reimbursable Agreements Transactions Step Action

18 Click on the Approval checkbox to approve the record, and respond Yes to the Confirmation Dialogue box to approve the record.

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